Supply Chain Team Leader.

• Country: Mogadishu, Somalia
• No of vacancies: N/A
  
• Salary: N/A 
• Organization: DRC
• Gender: Both
• Deadline: 2024-01-13

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 procurement procedures

• Ensure adherence to DRC procurement policies & procedures as detailed in the Operation Handbook (OH).
• Ensure strict implementation, enforcement & adherence to the DRC  procurement threshold (Revised Version).
• Responsible to ensure that recommendations for improvements related to the Supply Chain Components (e.g. from audits) are implemented in a timely manner.

Procurement.

• Ensure All consumable items and recurrent services have FWA in place and all Purchase Agreements are updated and monitored accordingly on DRC’s Dynamic.
• 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 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.
• Participate and facilitate ITBs / RFP for area Offices as well.
• Collaborate with Supply chain Manager, and Supply Chain officers in all base Offices for proper procurement planning in project design and implementation stages. Ensure that procurement plans are prepared, monitored, and updated at the Area office level.
• Fully participate managing of Supply Chain exercise in the area office and ensure that each area office meet the deadline as per the procurement timeline.
• Conduct market surveys in key categories to ensure that DRC is receiving the best value for money.
• Backstop areas Procurement officers and Log Officer (Area) whenever needed
• Draft 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 area offices.
• Supervise the procurement officers to ensure smooth running of the procurement function of the area 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 procurement threshold is well understood and adopted.
• Review Area office tenders (National and International) dossiers before advertising in close coordination with the Country supply chain Manager/Coordinator
• Provide support to field sites to manage the tendering process (TOC report, technical analysis, and contract award).
• Ensure that all procurement documents are properly stored and archived to provide an appropriate audit trail for any internal and external audits.
• Carryout supply chain Self-compliance checks for all base offices are share report with the Area Manager.

Logs

• Ensure compliance and implementation of Operation Handbook volume on Fleet Management of (including all updated policies on DRC INSITE) at Area Office level.
• Ensure proper logistic budget management through improving forecasting and gap analysis and Advise on Fleet utilization and right-sizing of fleet requirements as per program needs.
• Ensure DRC owned and hired vehicles are properly used and well maintained.
• Manage contracts for DRC hired vehicles and track performance.
• Ensure proper filling for DRC fleet documents.
• Timely disposal of the non-required fleet as per the DRC process.
• Follow-up on proper monitoring of fuel consumption and use of vehicle logbook, maintenance log, oil log, and other fleet formats and templates by field fleet staff at Area/base Office level.
• Ensure DRC’s fleet operation at Area Office level is conducted according to DRC’s safety and security standards and in accordance with the local laws and regulations. Report any incident directly to the Area Manager, Head of Support Services and to the Head of Safety.

Warehouse:

• Ensure stock counting is done as per the ERP DRC Dynamics requirements.
• Ensure proper documentation of DRC 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:

• Ensure compliance and implementation of Operation Handbook volume on Assets and Equipment Management (including all updated policies on DRC INSITE) for Area office and across all base offices.
• 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.
• Provide guidance in disposal methods for unused or expired commodities (broken, expired, etc.) with prior donor/DRC Country Director approval.
• 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)
• Follow up on assets’ dashboard on monthly basis and take correction actions when needed to ensure all assets are accurately registered and tracked.
• Provide technical advice to supply chain team members in all locations on all aspects of assets management and assist in any Dynamics troubleshooting issues in regard to assets registration.
• Implement any available tools to improve inventory management.

Reporting

• On Routine Basis, visit field offices to monitor supply chain activities progress.
• Update procurement, tracking sheet on weekly basis.
• Ensure Monthly Fleet/warehouse/procurement Reports from all locations are completed and uploaded on monthly basis.

Training

• Rolling out training and development, guidance, SOPs in the following areas as needed/prioritized.

• Procurement
• Contract management
• Logistics including Fleet and Warehousing
• Site /Office Management and Maintenance

Experience, Education and technical competencies: (include years of experience).

• Good command of spoken and written English and Somali.
• Academic degree in Supply Chain (Procurement and logistics) or relevant field.
• 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.
• Minimum of 3 years’ experience in a similar position with an international organization preferably in INGOs operating in Somalia.

• Hands-on experience/skills in MS Office applications
• Good computer skills – especially Excel spreadsheets and able to work with Formulas, Power Point and Word.

Languages:

• Fluency in written and spoken English and Somali

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