Supply chain Assistant-Procurement at Danish Refugee Council (DRC) | October 2024

Overall purpose of the role:

The Supply Chain Assistant-Procurement will ensure efficient and effective procurement of supplies, services and works providing value for money and in compliance to best practices as per DRC Supply Chain Operations Handbooks and donor regulations.

Responsibilities:

• Responsible for execution of procurement activities in in a timely manner achieving best value-for money while fully compliant to DRC and relevant donor procurement procedures and regulations.
• Receive PRs once approved in DRC Dynamics, review specifications before issuing RFQs, complete the procure to pay process in Dynamics ERP.
• Issuing and collection of Request for Quotations
• Raise Purchase Orders and draft contracts with clear specifications on supplies/services/works ordered for and ensure the relevant appendices are referenced to and attached.
• Crosscheck that requestors select the purchase agreements item number for all items under Framework agreement and follow-up tracking on procurement spending under Purchase Agreements and Long-term contracts.
• Ensure tracking of all service contracts issued by the country programme including lease agreements, security services contracts, internet service and Insurances.
• Work closely with the warehouse unit informing them of the supply pipeline, and ensure requestors verify supplies at delivery time. Follow up on timely delivery of supplies ensuring the items meet approved requestor specifications.
• Prepare and update delivery follow up tracker and share with SC-TL every Friday.
• Manage low value procurement and liase with program support officer for all LVP in dar for tracking and support.
• Managing the transfer of payment documents by ensuring documents are registered in the respective tools.
• Ensuring payment vouchers are archived in the share point as per DRC online archiving SOP.
• Support in ensuring adherence to procurement plans by working closely with relevant budget-holders and supply chain Team Leader. Help to build capacity and compliance skills of non-procurement staff.
• Participate and support internal and external audits ensuring required information and documents requested are ready for submission to auditors.
• Excellent liaison, communication, and facilitation skills. Engage with relevant authorities for processing of camp entry permits.
• Observe the DRC Code of Conduct and DRC’s Anti-Corruption Policy and ensure any potential conflicts of interest are promptly raised and reported.
• Filing and archiving of documents on SharePoint following proper file naming protocol.

Reporting

• Weekly PR/PO, LVP Tracker status report
• Weekly Distribution list Tracker

Experience and technical competencies:

• Minimum 3 years’ experience in procurement and logistics function in a busy work environment with an INGO.
• Familiar with donor procurement guidelines; UN Agencies, UNHCR, DANIDA, FCDO, USAID, ECHO, UNICEF, EU
• Strong work ethics with high integrity and transparency
• Ability to work under pressure and deliver on tight deadlines.
• Strong skills and experience in using ERP system.
• Strong communication and feedback skills.
• Team-oriented

All DRC roles require the post-holder to master DRC’s core competencies:

• Striving for excellence: Focusing on reaching results while ensuring efficient processes.
• Collaborating: Involving relevant parties and encouraging feedback.
• Taking the lead: Taking ownership and initiative while aiming for innovation.
• Communicating: Listening and speaking 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

Education:

• Bachelor’s degree or Diploma in Supply Chain Management – Procurement and Logistics.
• Certificate in Humanitarian Logistics and Supply Chain Management

Languages:

• English (Fluent, written and spoken)
• Swahili (Fluent, written and spoken)

Key stakeholders:

• DRC Staff
• Suppliers/Service Providers
• MoHA/Government