About DRC
The Danish Refugee Council (DRC) is a humanitarian, non-governmental and non-profit organization, founded in 1956, that works in more than 35 countries around the world. DRC is one of the largest protection actors in Kenya, actively coordinating and advocating for improving the protective environment for refugees and host communities. DRC implements Protection monitoring, Child Protection and GBV prevention and response programmes in its areas of operation to address protection issues faced by displaced and non-displaced at-risk groups and individuals. The programme also aims to identify and build synergies with DRC´s Economic Recovery sector to facilitate durable solutions and Humanitarian Disarmament & Peace Building activities to enhance to respond to the needs of communities affected by acute crisis as well as those in protracted displacement situations.
Overall purpose of the role:
The Supply Chain Officer is responsible for supply chain functions ( procurement and logistics) of DRC in the Mandera program. This includes:
Responsible for all tasks related to procurement , fleet& transport, Assets Warehouse/stores in Mandera field office, Ensure that all procurement is done according to rules and standards related to the respective donors and in compliance with DRC guidelines, Advise the Team leader finance &Administration on all issues related to procurement and logistics which includes providing inputs to budgets and project proposals for procurement and logistics activities and Provide SC technical support and capacity building for program team in the Mandera program.
Key Responsibilities:
Procurement
• Procure all materials and equipment ordered by the projects in a cost-effective and transparent manner in line with DRC and donor-specific policies, in collaboration with the Supply Chain Manager
• Process all purchase requisitions on DRC Microsoft ERP dynamics system from receiving the Purchase requisition till end of procurement process.
• A focal point for liaising with suppliers. Create and follow up on realistic delivery schedules and compare actual deliveries in order to evaluate supplier performance and responsiveness.
• Ensure that all Purchase Requests, Purchase Orders, RFQ and ITBs are tracked from point of planning and request through to final receipt.
• Regularly review, update, and share the procurement trackers to the Supply chain Coordinator
• Prepare the RFQ and ITB relevant documents, as well as TOC (tender) reports for procurement & tender committee review of RFQ level.
• Assist with the preparation of contracts and amendments of contracts when needed.
• Ensure new suppliers are registered using the Supplier Profile and Registration Form Code of Conduct and relevant valid company registration documents .
• Participate and facilitate the supplier pre-qualification process.
• Assist in the strategic sourcing for frequently purchased items to ensure framework agreements with the suppliers and service providers are in place.
• Ensure procurement files are accurate and records are complying to DRC and donor procurement policies, the filing system is properly established, all soft copies and hard copies of procurement files are accessible and manageable by auditors.
• Prepare and submit payments of suppliers to finance in a timely manner.
• Conduct duties in accordance with DRC Mandera program Standard Operating Procedures (SOPs).
• Conduct duties in accordance with the DRC Code of Conduct.
• Ensure a monthly regular PO/PR Clean-up process on Dynamics..
Warehouse & Inventory Management
• Ensure weekly/monthly warehouse/inventory activities are reported to the team leader finance & Admin.
• Ensure that DRC warehouses are managed according to DRC warehouse standards and records are kept for audit.
• Make periodic random checks during loading/unloading operations to ensure that commodities carried by the trucks conform to the quality record on the truck waybill and ensure the GRN and stock card are raised, and report submitted to programs heads.
• Ensure that all allocated non-food items are dispatched as per the distribution plans.
• Identify alternate warehouse facilities in times of emergency or unforeseen reasons.
• Ensure that procured stocks are received, registered, and dispatched in an efficient and accountable manner.
• Ensure that the filing system of records of all stock movements are documented for rigorous archiving when required for audit
• Maintain control and accountability of all stock, monitoring storage, request and issuance in accordance with DRC’s Warehouse Management Guidelines.
• Ensure appropriate documentation on the logistics operations (waybills, writing off of redundant stocks are reported for disposal etc)
• Conduct physical stock checks periodically and investigates discrepancies.
• Ensure the warehouse is clean and free from pests.
• Ensure 100% security of the warehouses and commodities.
Fleet Management
• Vehicle fleet management, including ensuring safety and standard of vehicles, management of vehicle running logs, booking and assignment of transport
• Monitor the Mandera program fleet to ensure optimal use, which includes service and maintenance etc. Ensure that logbooks are always filled in and maintain an updated overview of expenses for each vehicle
• Ensure regular review for the Mandera program vehicles on fuel consumption, spare parts usage, insurance requirements and safety standards
• Ensuring vehicle fleet management complies with DRC standards through appropriate allocation and safe use of vehicles and servicing and maintenance schedules are adhered to throughout the programme
• Ensure safe operation of the fleet through driver selection and training, quality maintenance to include routine checks and regular service and establishing / enforcing local fleet operating procedures.
• Ensure appropriate use of the vehicle by all staff (e.g. use of seatbelts, adherence to speed limits, vehicle booking process and movement monitoring system.
• Report monthly on fleet management according to DRC’s Logistics Reporting policy.
• Ensure appropriate provision of servicing facilities and management of spare parts.
Asset Management
• Ensure purchased assets are registered in the DRC Microsoft ERP-dynamics system.
• Responsible for registering any new purchased DRC/donor asset and tagging process for each asset.
• Issuing (Lend)/receiving assets to/from DRC staff as per DRC guidelines and operations handbook.
• Responsible for managing the asset journals on the ERP dynamics system (modify information’s of assets, add, delete, and dispose)
• Responsible for managing GPE’s (General program equipment’s) as per guidelines of DRC.
• Conduct physical count of assets twice a year. To conduct asset management tasks, the officer will work with the logistics assistant, but he is the final supervisor and responsible for the achievements.
• Constantly monitor that all asset inventory is tagged, recorded and reported to management in accordance of DRC’s guidelines.
• Liaise with the Security Officer and the HR/Administration assistant to ensure that the security of DRC compound is enhanced/maintained.
Reporting Arrangements
The Supply Chain Officer will report to the Team leader Finance and Administration and liaise closely with Supply chain manager as required
