Supply Chain Team Leader (Procurement) at Danish Refugee Council (DRC) | June 2024

Founded in 1956, The Danish Refugee Council (DRC) is a humanitarian, non-governmental, non-profit organization providing direct assistance to conflict-affected populations – refugees, internally displaced people (IDPs) and host communities – in more than 40 countries around the world. DRC has been implementing emergency response projects in Tanzania since the onset of the Burundi refugee crisis in 2015 in three refugee camps in the Kigoma Region at the border with Burundi. DRC’s integrated projects for refugees, asylum seekers and host communities comprise sectors such as Camp Coordination and Camp Management (CCCM), Protection (CBP, PSN, GBV, CP and Legal), Shelter and infrastructure, and Economic Recovery.        

Overall purpose of the role: 

Responsible for the effective implementation of procurement systems and functions within the country office with a focus on compliance to the Operations Handbook. This role has a country focus and ensures compliance to DRC procedures and guidelines within the country. The role contributes to the development of country strategies, which are translated into action plans and day-to-day tasks. The role provides support and/or technical guidance to SCM while overseeing country procurement activities.

Main Responsibilities:

 Procurement

• Conduct P2P for national/international procurement with strict adherence to the segregation of duties.
• Cover as a supply chain officer when staffs are on leave or overshadowed by the work load.
• Receive, analyse and combine procurement plans for most Programmatic and Support related needs, in collaboration with DRC Programs.
• Support program staff in supply planning and forecasting.
• Follow-up and monitor implementation of procurement plans for all grants on a quarterly basis
• Analyze and consolidate procurement needs for all locations in order to reduce redundancy of similar purchases.
• Establish framework agreements for routine supplies.
• Provide full support in ITB management (TOC report, technical analysis and contract award)
• Organize procurement trainings for non-logistics staff and small-scale refresher training for procurement staff.
• Review Purchase Requisitions, quotations, bids, purchase orders, ITB and ensure appropriate support documentation following DRC procedures and guidelines before submission for signatory approval. Review ITB (Restricted, National and International) documentation before advertising or inviting suppliers.
• Follow up on case officers assigned PRs and ensure the PRs are processed as per the Procurement Process Timeline
• Ensure that all quotations/bids from vendors are received only through the designated email address.
• Review procurement files using the procurement checklist before submitting them for further approvals and payment.
• Maintain list of vendors that specialize in providing specific goods and develop preferred vendor agreements as needed.
• Ensure that all suppliers in Tanzania are identified and the vendor database for local purchases with costs is developed and updated regularly.
• Ensure accurate electronic filing systems, including documentation and records of actions, for audit purposes.
• Organize procurement filing system and produce weekly procurement tracking sheets to prioritize needs.
• Ensure implementation of CAST/audit recommendations relating to procurement.
• Compile monthly reports received from field offices to provide country procurement reports to relevant managers
• Conduct meetings as needed and report progress and challenges for procurement regularly to Supply chain Manager
• Working closely with warehousing unit alerting them on the delivery plans and sharing copies of Purchase Orders for them to verify incoming supplies and make necessary arrangement. 
• Participate in the monthly Budget Follow-Up meetings and provide procurement updates on all committed cost.
• Ensure the effective and efficient use of all DRC resources to keep costs low but while ensuring quality and standards
• Shares weekly PR/PO/PA tracker and flag any challenge to SCM’s attention.

DRC Dynamics ERP System

• Ensure proper application of ERP supply chain processes in the Country program
• Apply reports and data analytics from ERP supply chain system to improve supply chain performance

Management and People

• Accountable for people management of direct reports. This includes objective setting, probation, performance appraisal, development of staff, managing performance, including poor performance, etc.
• Lead and manage the procurement team (including people planning, performance, well-being and development)
• Accountable for making significant decisions on what the unit does: its purpose, functions and role, and for making commitments and decisions that require the expenditure of significant unit resources.
• Accountable for making sound decisions based on DRC policies, SOPs, standards, and the advice of technical experts in DRC
• Plan and organize regular logistics training with relevant participants (logistics, program, Human Resources and finance) to ensure agreed and uniform systems to be implemented.

Experience and technical competencies: (include years of experience)

• Minimum 5 years of experience in humanitarian logistics and procurement management within the field of supply chain management, fleet management, inventory and asset management.
• Experience working with donor procurement guidelines; UN Agencies, DANIDA, FCDO, USAID, ECHO etc
• Knowledge and experience of dealing with service providers and contractors’ management
• Excellent computer skills in MS Word & Excel, as well as experience working with an ERP system
• High integrity and transparency in procurement procedures.
• Self-initiative and able to follow through on tasks from inception to completion.
• Advanced skills and experience in using Dynamics ERP system.
• Strong data skills in Excel and database processing.
• Ability to deliver results on work objectives
• People supervision skills and Team Oriented.
• Strong skills in communication and feedback sharing.
• Experience with standard procurement procedures and documentation.
• Experience with construction and site project management, desired
• Experience working in an (I)NGO
• Full professional proficiency in English

Education:

• Bachelor’s degree in Logistics and /or Supply Chain Management.
• Professional qualifications in procurement is an added advantage.
• Certifications in Humanitarian Logistics is an added advantage
• Master’s Degree is an added advantage

Languages:

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

Information

Employment category: Band G

Reporting to: Supply Chain Manager

Technical Line Manager: Head of Support Services

Direct report:Supply Chain Officer and Assistant – Procurement

Unit/department: Suppy Chain

Location: Kibondo

 Key stakeholders: (internal and external)

• DRC Staff
• Vendors/Service Providers
• MoHA
• UN Agencies
• Donors

All DRC roles require the post-holder to master DRC’s 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: You act in line with our vision and values.

Providing equal opportunities  We are committed to creating an inclusive and positive work environment based on mutual respect for all employees. All applicants are considered for employment without attention to race, age, ability, ethnicity, nationality, religion, gender identity, sexual orientation, marital status, or any other factor. At DRC we celebrate diversity and appreciate our employees for the people they are and their unique skills, backgrounds, and perspectives. We encourage all interested candidates to apply.

DRC strives to attract, motivate and retain qualified national staff within its programs. As such, we strongly encourage national and diaspora candidates to apply for this position. However, candidates should take into consideration that DRC cannot employ, under an international contract, a national of the country in which he or she will be working (in this case, the  United Republic of Tanzania)

Promoting high standards : DRC’s capacity to ensure the protection of and assistance to refugees, IDP’s and other persons of concern depends on the ability of our staff to uphold and promote the highest standards of ethical and professional conduct in relation DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment. DRC conducts thorough and comprehensive background checks as part of the recruitment process.

Application and CV

Only motivated applications that address the stipulated duties and meet the required qualifications, sent together with a CV, will be considered.

DRC only accepts applications sent via our online-application form on www.drc.ngo under JOB.