Supply Chain Team Leader at Danish Refugee Council (DRC)

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Danish Refugee Council (DRC) is a Danish international non-governmental organisation, which promotes and supports durable solutions to the problems faced by refugees and internally displaced people all over the world. DRC is present in more than 30 conflict territories around the world assisting displaced people with shelter, food, income-generating activities, and a wide range of other assistance. It is of utmost importance for DRC to work in compliance with the DRC Accountability and Quality Management system and national legislations. Smooth, reliable and effective operational systems are preconditions for DRC to maintain its position as a trustworthy and reliable partner for our donors and an accountable organisation towards our beneficiaries.

We are recruiting to fill the position of:

Job Title: Supply Chain Team Leader

Location: Mubi, Adamawa
Supervised By: Supply Chain Manager
Reporting to: Area Manager Adamawa    
Area of Operation: Nigeria
Employment Period: 6 months
Type of Contract (Expat/National/Trainee): National
Availability: 20 – 01 – 2022

Purpose

• Supply Chain Team Leader-Adamawa provides support to the programme by undertaking technical and practical operational tasks to ensure smooth, safe and efficient operation of supply chain activities in accordance with the Operations Handbook and Program Manual with adherence to the donor guidelines.

Responsibilities
Procurement:

• Coordinate with Supply Chain Manager and the team to make sure:
  • Trackers are updated on regular bases.
  • Dyanmics PRs and POs are processed within the timeline and clear none-processed ones.
  • DRC procrement handbook is followed and in place.
  • Archiving system, both soft copies and hard copies of documents as per procedure.
  • Support field based with preparing their RFQs and ITBs relevant documents, as well as TOC (tender), reports for procurement & tender committee review.
  • Participate in the evaluation of bids and proposals and make sure the bids evaluation report, technical evaluation, minutes of negotiations and negotiated contract in the selection of consultants contain all the facts and information required to justify the recommendations made in the report.
  • Participate in the joint verification of procured goods, services and works and to ascertain the conformity of the item to Technical Specifications and Quantities.
  • Constantly search the market for new suppliers that may provide better service or value for money for DRC.
  • 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 in compliance 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
  • Ensure purchased assets are registered in the inventory database and liaise with the Assets department
  • Ensure the non-winning suppliers receive notification from DRC about the status of their bids.

Warehousing:

• Coordinate with Supply Chain Manager and the team:
  • Assist with warehouse management tasks when required including ensuring warehouse documentation is maintained in accordance with DRC policies, overseeing deliveries to and dispatches from DRC warehouses and checking stocks levels. 
  • Follow up with relevant Storekeepers to get updated weekly and monthly stock reports.
  • Study, amylase and explain stock reports to area manager and supply chain manager.
  • Initiate sporadic physical stock counts in collaboration with programme staff.
  • Ensure quality of goods received are in alignment with specifications in purchase request in collaboration with relevant technical programme staff.
  • Guarantee live update of stock report and dissemination to relevant management and staffs on a weekly basis
  • Archiving of Warehouse documents both hard copies and soft copies.
  • Explain and discrepancies of stock reports to management and archive it.
  • To make sure stock reports are received and released as per DRC procedure, online via Dynamics system and offline.
  • Work closely with supply chain manager and transfer information to storekeepers.
  • Field visit to all DRC warehouses across Adamawa state to make sure standard procedure is in place and followed.
  • Advise management on exciting new warehouse spaces, need on new places with support from logistics team and procurement.
  • Follow up with Logistics cluster on regulations and shipment movements.
  • Dispose of items as per DRC procedure and government regulations.

Assets / Inventory:

• Coordinate with Supply Chain Manager and the team to make sure:
  • All Assets and General programme equipment are received, registered, tagged and updated as per DRC procedure an all Adamawa state DRC bases.
  • Inventory check on Assets and GPEs as per DRC procure monthly, bi-annually, and annually in all Adamawa DRC bases.
  • Follow up with HR and IT to issue assets and GPEs to new staff arrival.
  • Follow up with HR and IT to receive issues assets to all staff leaving the mission.
  • Work closely with supply chain manager, relevant logistics staff to make sure Assets and GPEs inventory database are updated accordingly to DRC operational handbook.
  • Submit Assets and GPEs reports to donor up on closing of each project, and whenever requested.
  • Plan with HR, IT and Procurement on need for new Assets.
  • Archive of Assets and GPE documents both hard copies and soft copies.
  • Dispose and transfer of Assets, GPEs as per DRC procedure and government regulations.

Fleet:

• With Coordination with Supply Chain Manager and Fleet team to make sure fleet system is in place, and:
  • DRC Fleet Operational Handbook is in place, explained and followed.
  • DRC vehicles are registered, tagged, tracked, and maintained.
  • DRC generators are registered, tagged, tracked, and maintained.
  • Follow up on fuel consumption reports and make sure they are within the acceptable frame.
  • Follow up with safety team on regular bases and share updates on critical situation with the team.
  • Place contract for vehicle agreement whenever required.

Facilities:

• Follow up and make sure facilities requests are processed:
  • Receive Maintenance Facilitates requests from staff at both office and guest houses and make sure they are followed, maintained on timely manner with Facilities officer.
  • Track all requests.
  • Study and analyze all requests and advise management on best way forward.
  • Track all expenses on facilities.
  • Work closely with Fleet team on Generator and Vehicle and other machinery.

Staff Management:

• Supervise supply chain unit team in Mubi.
• Provide technical and leadership for supply chain team, who are directly reporting this position.
• Set performance objectives and annual appraisal for supply chain unit staff.

Capacity Building

• In consultation with Supply Chain Manager, plan and manage the capacity building of all staff, in addition to providing support to programme staff on relevant procedures and processes.

The responsibilities listed in the JD are not exhaustive and may be readjusted according to operational needs but will remain in line with the overall purpose of the role.

Experience and Technical Competencies
Essential:

• At least 4 years experience in supply chain management in the international NGO.
• Experience of building and developing the capacity of supply chain staff through the use of training, performance management frameworks and development plans 
• Knowledge & experience of dealing with service providers and contractors’ management.
• Excellent computer skills in MS Word & Excel
• Experience in ERP System.

Education:

• Bachelor’s Degree in Supply Chain Management, Logistics, Business Administration, and with relevant professional certification.
• Excellent organizational skills, self-motivated, proactive and able to accomplish set deadlines.
• Willing to meet deadlines with minimum supervision.

Desirable:

• Flexible & willing to work in a remote setting & to travel to other field locations.
• Experience with standard procurement procedures and documentation.  
• Experience with construction and site project management.
• Experience with auto mechanics or electrical installations. 
• Experience working in an (I)NGO
• People management and leadership skills in the INGO.

Languages:

• Fluency in written and spoken English. Fluency in local spoken languages.

Required Skills & Qualities:

• Core Competencies of DRC:
  • Striving for excellence
  • Collaboration
  • Taking the lead
  • Communication
  • Demonstrating Integrity
• Ability to work in a multinational and multicultural environment
• Proactivity, with a sound commitment to teamwork and with a spirit of genuine collaboration
• Excellent communication skills, as well as patience and politeness, are required
• Multi-tasking and Organizational skills is a must
• Adaptable and Flexible
• Proven analytical and critical thinking skills
• Exemplary sense of ethics in the workplace
• Team-oriented & good sense of humor.

Salary and Conditions

• In accordance with Danish Refugee Council’s Terms of Employment.
• The income will be subject to statutory deductions as per applicable Nigeria laws. The employee is responsible for the tax returns.

Application Closing Date
22nd December, 2021.

How to Apply
Interested and qualified candidates should:
Click here to apply online

Note

• The position is for Nigerian DRC Nationals Staff Only.
• All applicants must send a cover letter and an updated CV (no longer than four pages). Both must be in English.
• DRC provides equal opportunity in employment and prohibits discrimination in employment on the basis of race, sex, color, religion, sexual orientation, age, marital status or disability.
• DRC encourages all applicants to apply and does not practice any discrimination in any recruitment process.
• Applications submitted after the closing date will not be considered.
• Due to the urgency of the position, DRC has the right to recruit a candidate who matches the required profile before the above deadline.