The Danish Refugee Council seeks to recruit a supply chain team leader – Mogadishu, somalia

The Danish Refugee Council (DRC) is an independent, non-profit organization (NGO), founded on the basis of humanitarian principles, and human rights based approach, to secure the protection of refugees and internally displaced persons (IDPs), and to promoting long term solutions to the problems of forced displacement. Danish Demining Group (DDG) is a specialized unit within DRC which implements mine action and armed violence reduction (AVR) programmes. DDG’s mandate is ‘to create a safe environment free from armed violence and the remnants of conflict’, and DDG does this via a programmatic focus on four key sectors: Security Systems Reform, Small Arms and Light Weapons (SALW) management, Mine Action and Conflict Management

Overall purpose of the role :​

The SC Team Leader is responsible for all Supply and Chain (SC) functions in Mogadishu, Beletweyne and Jowhar including this is not limited to procurement only but also fleet, warehousing, asset and ensuring procedures and compliance issues are followed. Working closely with the rest of the support and program team, the Team Leader is the lead person in running and management of the supply chain department of Mogadishu office. The position holder will report to the Area Manager, with technical guidance from the supply chain manager.

 

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 ;
• Warehouse, sites and locations in Dynamics ;
• Stocks in Dynamics ;
• Fixed Assets in Dynamics ;
• Budget forecast in Dynamics ;
• Procurement to pay(P2P) in Dynamics ;
• Enforcing compliance & implementation of DRC/DDG procurement procedures ;
• Ensure adherence to DRC/DDG 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 Mogadishu and Beletweyne 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 National Staff Insurance contract for DRC/DDG and ensure smooth implementation of the contract clauses (Track contract implementation and duration) ;
• Manage ITBs / RFP for Mogadishu and support Beletweyne Office as well ;
• Support other offices i.e. Jowhar, Abudwak, Warsheikh and other location on need based ;
• 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 and ensure that each office in Mogadishu and Beletweyne meet the deadline as per the procurement time line ;
• Backstop Beletweyne and Mogadishu Procurement officers and Log Officer (Area) during their absence ;
• Draft always and support area procurement on exceptions cases i.e. Derogations & NFFs ;
• Develop key performance indicators by which performance of SC staff (logistics officer and Procurements officers in Mogadishu & Beletweyne offices ;
• Supervise the procurement officers to ensure smooth running of the procurement function of the Mogadishu and Beletweyne offices ;
• 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/DDG procurement threshold is well understood and adopted.

Logs​ :

• Ensure proper logistic budget management through improving forecasting and gap analysis.
• Ensure DRC/DDG owned and hired vehicles are properly used and well maintained
• Charged with overall management, movement & maintenance of the DRC/DDG owned vehicles
• Manage contracts for DRC/DDG hired vehicles and track performance
• Through coordination with Head of Safety of Country, ensure movement for expatriates in done via the B6 armored vehicles and monitor log book maintenance.
• Ensure regular scheduling of maintenance for DRC/DDG owned & hired vehicles
• Ensure proper filling for DRC/DDG 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/DDG stores and warehouse (Mogadishu & Beletweyne) ;
• 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/DDG Asset SOPs.

Reporting​ :

• Timesheets – Ensure time sheets for staffs under your supervision are shared with the HR on 5th of the following month ;
• On Routine Basis, visit field offices to monitor supply chain activities progress ;
• Update procurement tracking sheet on weekly base
• Any other duties assigned by the supervisor/Line Manager ;

• 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 ;
• Good command of spoken and written English and Somali ;
• 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 ;
• Fluency in written and spoken English and Somali. Fluency in local spoken languages.

 

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 are a strong networker and enjoy working with many different types of stakeholders, you involve relevant parties and encourage feedback ;
• Taking the lead: You take ownership and initiative while balancing the role of advisor and taking leadership ;
• Communicating: You write and speak effectively and honestly and display political and cultural sensitivity, including ability to adapt well to local cultures ;
• Demonstrating integrity: You act in line with our vision and values.

Conditions​ :

• Availability : 3 April, 2019  ;
• Duty station : Mogadishu ;
• Reporting to : Area Manager ;
• Duration : 1 year with possibility of extension ;
• 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, colour, race, marital status or other protected characteristics.