Supply Chain Officer (Kosti) – DRC

Job Description

Organization	Danish Refugee Council (DRC)
Workplace:	White Nile, Kosti
Department/Country:	Sudan
Contract type:	National contract
Application due:	31 Jul 2023

Overall purpose of the role

The Supply Chain officer main objective is to provide support in the Supply Chain department in an efficient and effective Logistics implementation and smooth running of departmental operations of the White Nile (Kosti) office with emphasis on support logistics/procurement staff and functions including implementation of DRC Dynamics. The role expected to contribute to strengthen the overall supply chain functions. This position will also ensure implementation of audit recommendations related to logistics and procurement. 

He/She will be expected to assist on procurement, warehouse, assets, general equipment and fleet management for White Nile (Kosti) office that all logistics operations are managed and maintained in an efficient manner as per DRC’s internal and donor procedures & as per the Operations Handbook.    

Responsibilities:

• Ensure that all orders are tracked from point of planning and request through to final receipt.
• Prepare the relevant documents for the procurement of goods and services.
• Lead evaluation of bids and proposals and make sure the bids evaluation report, technical evaluation, minutes of negotiations and negotiated contract in selection of consultants contain all the facts and information required to justify the recommendations made in the report. 
• Lead the joint verification of procured goods and equipment and to ascertain the items conformity to Technical Specifications and Quantities.
• Perform Procurement support functions such as collecting quotes and putting together basic procurement documents such as requisitions and bid matrices.
• Lead the procurement process to ensure timely, cost-effective and adequate delivery of commodities and services to support operational needs
• Communicating with all related actors (vendors, warehousing, and programme staff) on procurement progression, facilitating internal and external coordination.  
• Have a leading role ensuring compliance with DRC’s procurement principles, standards, and policies, donor regulations, and local statutory requirements.
• Lead and facilitate market assessments when needed and update market records with prices on goods and services requested for programmatic activities.
• Correctly apply ERP supply chain processes
• Ensure appropriate archiving (hard copy and electronic filling) is maintained for all procurement files.
• Maintain an updated suppliers’ registration record accompanied with all necessary documentation as per DRC regulations.
• Provide capacity building to SC Assistant(s), Programme Staff and National Partners’ staff in Supply Chain processes.
• Identify new suppliers and ensure these are vetted according to DRC vetting process. 
• Carry out regular monitoring and review of DRC suppliers’ list and ensure all vetted vendors maintain valid documentations and quality standards over time. 
• Support the Support Services Team Leader and the Area Manager in filling donors’ assets reports, reports to the authorities and other ad-hoc reports relevant to the Supply Chain department. 
• Perform any other SC related task as requested by the Support Services TL and the Area Manager.

Fleet Management

• Ensure compliance and implementation of Operations Handbook.
• Coordinate with program and perform right sizing of fleet exercise.
• Ensure an effective fleet management practice in DRC especially for the service contract vehicles for all country 

Asset Management

• Ensure compliance and implementation of Operations Handbook on asset management.
• Prepare monthly comprehensive on Inventory/Assets, compile all report and provide to SCM in Khartoum 

Inventory and Warehouse Management

• Ensure compliance and implementation of Operations Handbook on inventory and warehouse management.
• Organize training for program staff and warehouse staff on stock ownership, stock management, release and accountability of stock return etc.
• Provide monthly comprehensive country report on warehouse inventory to SCM (list and stock value in hand).

Transportation of goods, equipment and programme inputs: 

• Arrange with Team, to receive/transport goods from site to final/other destinations with good timely manner.
• Keep track and updates of cargo status and shipments.
• Review and check transportation reports/ Waybills

Experience and technical competencies 

• Diploma or equivalent professional qualification    
• Minimum 2 years of relevant work experience and in-depth knowledge of the context (local market) in White Nile
• Experience in administrative tasks, including filing systems. 
• Excellent IT skills, experience in operating an ERP supply chain system will be consider an advantage
• Experience with standard procurement procedures and documentation. 
• Fluency in local language

Languages: 

• Advance English proficiency
• Arabic

About you

In this position, you are expected to demonstrate DRC’s 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

Contract:    Six months’ contract with possibility of extension, subject to funding and performance. Salary and conditions in accordance with the Danish Refugee Council’s Terms of Employment for National Staff in Sudan.  This position is graded at NM. H

Start Date:        ASAP

Duty Station:    White Nile Kosti, Sudan

Reports to:       Support Services Team Leader

Application and CV
All interested applicants are required to submit their CV with three references and reachable contact numbers, a letter explaining how their skills and experience meet the requirements of the job, plus copies of academics and experience certificates online via our online-application form on www.drc.ngo under Vacancies by 31 July 2023.  

Candidates in locations where internet connectivity is not available or weak can submit their updated CVs hard copies to HAC labor office in Kosti before or on 31 July 2023.  

An assessment process will be conducted by DRC HR & Administration in collaboration with the HAC Labour office and only selected candidates will be notified.

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, colour, race, marital status or other protected characteristics.