Supply Chain Officer – Baidoa, Somalia

• Organization: DRC – Danish Refugee Council
• Location: Baidoa
• Closing Date: 2022-05-11

Background: 

The DRC Somalia Programme is the largest programmes in East Africa region and has been providing relief and development services since 1997. DRC/DDG is among the INGOs with the largest presence in Somalia, with country-wide programmes implemented through six main sub offices in Somaliland, Puntland, Hiran Region, Gedo Region, Bay Region and Banadir Region. Using a human rights framework, the DRC Somalia operations focuses mainly on people who are affected by displacement, including refugees, internally displaced, and migrant.

Overall Purpose of the role

The SC Officer is responsible for all Supply and Chain (SC) functions in Baidoa including Procurement, Fleet, Warehousing, Asset and ensuring procedures and compliance issues are followed.  Working closely with the rest of the support and program team in Baidoa.

Key Responsibilities

ERP DRC Dynamics

• Item Master Data – Ensure all items under Purchase Agreement (PA) are shared for approval and release
• Vendor Prospects – Ensure all vendors are created in DRC Dynamics following the Somalia MEMO.
• Warehouse, sites and locations in Dynamics
• Stocks in Dynamics
• Fixed Assets in Dynamics
• Procurement to pay(P2P) in Dynamics

Enforcing compliance & implementation of DRC/DDG procurement procedures

• Ensure adherence to DRC procurement policies & procedures as detailed in the Operation Handbook (OH)
• Ensure strict implementation, enforcement & adherence to the DRC/DDG procurement threshold (Revised Version)

Procurement;

• Ensure all procurement documents (RFQs, ITBs) are shared with the supply chain manager for review.
•  Upload the purchase agreements (PA) for area Offices to the ERP dynamics system this includes but not limited to supplies, services and works i.e. (Travel agencies, accommodation/hotels, restaurants for trainings, mobile phones dealers, VST service providers – local NGOs and among others.)
• Update Item Master Data and upload IRF (Item request form) for items enacted under the purchase agreements.

• In close collaboration with the Country supply chain team, conduct training on Program procurements/segregation of duties for the Program team.
• In close collaboration with the Country supply chain team, conduct training on Bid evaluation/vetting criteria for the Tender Opening Committee (TOC) members and shed lights on the best value for money definitions.
• Work closely with the Country supply chain and ICT teams on standardization of procurements i.e. Printers, scanners, computers, mobile phones etc.
• Manage ITBs / RFP for area Offices as well.
• Guide & support Program team in development of Procurement Plans (Expense Forecast) and ensure its implementations.
• Fully participate managing of Supply Chain exercise in the area office
• Backstop areas Procurement officers and Log Officer (Area) during their absence.
• Draft always and support area procurement on exceptions cases i.e. Derogations & NFFs
• With support of Area Manager (AM) Ensure segregation of duties of SC staff is understood, implemented and respected.
• Ensure Timely deliveries of program procurements, and timely facilitation of supplier payments
• Ensure DRC procurement threshold is well understood and adopted.

Logs

• Ensure proper logistic budget management through improving forecasting and gap analysis.
• Ensure DRC hired vehicles are properly used and well maintained
• Manage contracts for DRC hired vehicles and track performance
• Ensure regular scheduling of maintenance for DRC owned & hired vehicles
• Ensure proper filling for DRC fleet documents
• Where necessary, hire additional vehicles to meet the transport needs (This is subject to availability of funds/budget)

Warehouse:

• Ensure stock counting is done as per the ERP DRC Dynamics requirements
• Ensure proper documentation of DRC stores (Baidoa Offices)
• Ensure proper filling system is done for stock reports
• Ensure monthly stock reports/updates is circulated with the relevant departments
• Ensure proper storage of supplies (NFI & FIs)
• Oversee transportation, loading & offloading of NFIs & FIs from the store to the final destinations.

Asset/Inventory Management:

• Oversee and ensure that asset register and asset movement documentation (asset loan, transfer, issue form and asset ID cards) and records are filed appropriately and available in the area office.

• Ensure proper filling and up-to-date inventory spread sheet so that it can be shared with donors and stakeholders.
• Conduct Disposal of unserviceable/dead assets.
• Conduct stock counting as per Enterprise Resource Plan (ERP) DRC Dynamics requirements
• Conduct Verification of assets/inventories as per Enterprise Resource Plan (ERP) DRC Dynamics requirements
• Conduct tagging of newly purchased assets (Manually, Off the Dynamics system)
• Ensure adherence of DRC Asset SOPs.

Reporting

• On Routine Basis, visit field offices to support in supply chain activities.
• Any other duties assigned by the supervisor/Line Manager.

Experience, Education and technical competencies: (include years of experience)

• Minimum Bachelor degree in Procurement & Supply chain Management, Bachelor of Business Administration (BBA) or Any related field with 3 years of practice experience.
• Minimum of 3 years’ experience in a similar position with an international organization preferably in INGOs operating in Somalia.
• Excellent organizational skills, self-motivated, proactive and able to accomplish set deadlines.
• Devoted, reliable and dedicated person
• Willing to travel and can work under pressure
• Hands-on experience/skills in MS Office applications
• Good computer skills – especially Excel spreadsheets and able to work with Formulas, Power Point and Word.

Languages:

• Fluency in written and spoken English and Somali. Fluency in local spoken languages.

ABOUT YOU

In this position, you are expected to demonstrate DRC’ five core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

Conditions

Availability:         June 2022

Duty station:      Baidoa

Reporting to:     Area Manager

Duration:            6 Months with possibility of extension based on performance and funding

Contract:          This position is graded as Band NM-H2 for qualified national staff and the terms of employment will be in accordance with DRC terms for national staff.

The position is open to NATIONALS ONLY

Gender Equality: DRC is committed to achieving gender parity in staffing at all levels. In light of this, women candidates are particularly encouraged to apply to bridge the gender gap.

Equal Opportunities: DRC is an equal opportunity employer. We value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability status, religion, ethnic origin, color, race, marital status or other protected characteristics.

Commitments

DRC adheres to the Core Humanitarian Standards. All staff are required to contribute to the achievement of these standards.

DRC has a Humanitarian Accountability Framework, outlining its global accountability commitments. All staff are required to contribute to the achievement of this framework.

For general information about Danish Refugee Council, please visit www.drc.ngo

Application:

Interested and qualified internal candidates who meet the required qualifications and experience are invited to submit updated CV and cover letter explaining their motivation and why they are suited for the post. We only accept applications sent via our online-application form on www.drc.ngo under Vacancies.

If you have questions or are facing problems with the online application process, please visit drc.ngo/jobsupport

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