Organization: DRC – Danish Refugee Council
Location: Nairobi
Grade: Mid level – Mid level
Occupational Groups:
Logistics
Supply Chain
Managerial positions
Closing Date: 2024-09-20
Overall purpose of the role
Provides coordinated and strategic leadership across all supply chain functions, including Procurement, Warehousing, Logistics, and Fleet Management. This ensures the seamless operation of all support functions, aligning with program requirements and adhering to the DRC Operations Handbook as well as donor and government regulations. This role will focus on the Kenya Country Operations in Nairobi, ensuring compliance with DRC procedures and guidelines within the country. It will contribute to developing country strategies, translating them into actionable plans and daily tasks. Additionally, the role will provide support and technical guidance to country operations and oversees activities at both country and field office levels.
Responsibilities:
R1. General Management:
Oversee the day-to-day management of a team of supply chain staff based in the DRC Country office and various field bases.
Ensure all staff have clear work plans, work efficiently, understand their tasks, and report frequently on their progress.
Conduct regular/monthly meetings with all relevant supply chain staff, either in person or online. Document these meetings, ensure action points are addressed, and promote clear, proactive communication with suppliers and colleagues.
Perform ongoing staff performance appraisals leading to annual reviews, using DRC’s systems to develop team capacity-building and individual development plans.
Build team capacity by developing and implementing guidance, on-the-job training, supervision, mentoring, and coaching.
Promote structured work habits, effective planning, organized filing, clear communication, and responsiveness, ensuring supply chain staff see themselves as internal service providers to the overall operations.
Implement DRC and external audit recommendations related to supply chain components.
Ensure all supply chain department staff in Kenya are aware of the whistle-blowing procedures for corruption and breaches of the Code of Conduct, including the reporting mechanism in coordination with the COC department.
Foster team spirit and ensure smooth collaboration between supply chain and program teams.
Visit each field office regularly to assess and support compliance with the Operations Handbook and updated policies.
R2. Procurement:
Ensure procurement procedures are followed, including developing procurement plans and trackers for timely procurement.
Support the procurement process to ensure compliance with DRC and Donor rules, especially regarding local procurement and anti-corruption measures.
Oversee operational procurement to ensure timely, cost-effective, value-for-money, and quality delivery of commodities and services, maintaining continuous communication with requesters.
Ensure all procurement procedures, practices, and documentation meet standards set in the DRC Operations Handbook and donor requirements, ensuring transparency and accountability. Review high-value documentation and tenders (national and international) before advertising, in coordination with regional support.
Support tender opening committee processes for ITB/RFP procurements and review tenders before awarding contracts.
Monitor department KPIs, ensuring timely and high-quality monthly report submissions.
Ensure supply chain staff adhere to compliance, segregation of duties, DRC Supplier Terms and Conditions, and DRC’s Code of Conduct in interactions with suppliers.
Conduct market surveys in key categories to ensure DRC receives the best value for money.
Provide support to field sites in managing the tendering process and compile monthly procurement reports for SMT and/or AMs.
Organize procurement trainings and refresher sessions for supply chain staff in coordination with regional offices.
Ensure proper storage and archiving of all procurement documents in SharePoint for audit trails.
Support the establishment of Frame Work Agreements and assist in preparing standardized supplier prequalification documentation.
Identify bottlenecks and weaknesses in internal supply chain controls for management to address.
Ensure fair, transparent, and professional dealings with all external suppliers and contractors in line with the DRC Operations Handbook.
Register Purchase Agreements for strategic commodities in Dynamics based on data review and analysis.
Participate in new project kick-off meetings as required.
Ensure PR and PO clean-ups and participate in project close-out meetings to address outstanding committed costs.
Oversee the creation of vendor prospects, conduct prohibited parties’ searches, due diligence for new vendors, and ensure proper filing of supplier registration documents per archiving SOP.
Act as the technical lead for the Supply Chain module in DRC Dynamics [ERP system], supporting and training supply chain staff and other relevant personnel.
Review procurement dashboards, analyse data, and make strategic recommendations to CO SMT and RSCM.
R3. Fleet management:
Ensure compliance and implementation of Operation Handbook volume on Fleet Management of (including all updated policies on DRC intranet) in country;
Ensure the entire fleet in the country is run efficiently. Advise on Fleet utilization and right sizing of fleet requirements as per program needs. This includes weekly movement plans; prioritisation of movement needs of staff and programme activities and forward planning
Ensure fleet maintenance is conducted efficiently and the fleet is fuelled properly. This includes frequent and pro-active interaction with relevant UNHCR / Donors and other partner staff
Provide monthly comprehensive country reports on fleet management (costs) to SMT and UNHCR
Oversee filing of CO fleet documents i.e. drivers’ docs, maintenance records, fuel reconciliation, insurance docs, log sheets and log books and monthly fleet performance reports as per the archiving SOP
Effectively convey fleet procurement and logistics procedures to staff and supervise their implementation.
R4. Warehouse Management:
Responsible for oversight of Warehouse and stocks Management
Support effective warehouse management in accordance with the DRC Operations Handbook and/or donor requirements.
Ensure the review and submission on timely and accurate stock reports from the COs on a monthly basis
Strengthen staff capacity and warehouse management processes.
Liaising with the SC staff in the field offices ensure stock is properly recorded and kept and discrepancies reported.
Working closely with the program team members ensure proper monitoring of stock and distributions carried out before project closeout
Organize disposal of old stock and assets as per DRC/Donor guidelines.
Provide guidance in disposal methods for unused or expired commodities (broken, expired etc.)
R5. Assets management:
Ensure compliance and implementation of Operation Handbook volume on Assets and Equipment Management (including all updated policies on DRC intranet) across all field offices
Provide monthly comprehensive country reports on Assets to SMT
Ensure that the Fixed Asset Register (FAR) is updated and verified quarterly in Dynamics and copied to the Head of Support Services in the COs
Support and lead Regular Asset verification process in all offices, Assets are tagged and ensure the assets are included in the Asset list and signed by Area Managers.
Ensure that all procedures and documents pertaining to Asset Management as per the DRC Operations handbook are in place and being followed.
Ensure donation certificates with recipient’s signature are obtained and filed for all assets and equipment donated to beneficiaries/partner groups or received from donors.
Oversee asset disposal mechanisms are in place and compliant with Donor and DRC policy and guidelines
Review CO Assets dash boards; analyze and make informed strategic decisions and recommendations to CO SMT and RSCM
R6. Planning and strategy:
Ensure annual planning for support services is conducted, setting and meeting targets that align closely with programmatic needs.
Ensure project planning includes relevant support service requirements, such as lead times and appropriate budgets.
Ensure resource mobilization is realistic and meets the needs of support functions, using the operations budget to inform proposals.
Ensure support services are fit for purpose to meet program needs.
Act as the focal point for compliance self-checks, risk registers, internal audits, and results contracts.
Collaborate with Area Managers and the Head of Support Services to set and meet targets for each sub-department (Supply Chain, fleet, assets, warehouse) in line with the DRC Operations Handbook
R7. Representation:
Build and maintain strong relations with external stakeholder where this relates to Support Services. This includes with suppliers, relevant governmental bodies, etc.
R8. DRC Dynamics ERP System:
Ensure ERP functionality is properly used by relevant staff
Apply reports and data analytics from DRC Dynamics to improve overall performance
Act as a super-user for Supply chain functionalities
Essential Experience:
At least 5 years’ experience in senior Supply Chain function in a Humanitarian context;
At least 3 years’ experience with people management
Knowledge of project cycle management
Knowledge of supply chain management and procurement processes and documentation.
Knowledge and experience of dealing with service providers and contractors’ management.
Experience with construction and site project management.
Experience in managing institutional partnerships with national and international NGOs and donors
Excellent IT skills, strong computer competency with word processing, spreadsheets, and databases. Proficiency in using supply chain management software and tools
Knowledge of budget cycle and monitoring processes
Knowledge of key donor policies and compliance procedures, like the EU, UNHCR, WFP, Danida, GFFO,
Experience working with DRC Dynamics or a similar ERP system
Full professional proficiency in English
Excellent communication skills – both oral and written
Skills on local languages will be an asset.
Competency profile:
Compliance and Detail-oriented
Strong team player
Excellent interpersonal skills, culturally sensitive and adaptable
Flexible, enthusiastic and willing to learn from others
Understands humanitarian issues in Kenya
Willing to travel to project sites within the country
Education:
Bachelor’s degree in Business Administration, Logistics or relevant sector and field experience.
Languages:
Fluent in English
DRC’s Core competencies:
All DRC roles require the post-holder to master the below DRC’s 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: you Uphold and promote 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 duration: 1-year contract with possibility of extension, subject to funding and performance. Salary and conditions will be in accordance with the Danish Refugee Council terms of employment for National staff.
Employment Category: Band F
Reporting to: Head of Support Services
Technical reporting to: Regional Supply Chain Manager
Availability: November 2024
Location: Nairobi
Key stakeholders:
Internal: Area Managers and Head of Support Services, Supply chain staff, Programme Staff
External: Donors, Suppliers, Local authorities
General
Commitments:
DRC has a Humanitarian Accountability Framework, outlining its global accountability commitments. All staff are required to contribute to the achievement of this framework (http://www.drc.dk/HAF.4265.0.html)
Application Process:
Qualified candidates are invited to submit their applications, which should include a 1-page cover letter clearly stating their motivation, and qualifications and a CV. Applications should include contact details of three professional referees who have supervised the candidate in the last five years. One referee must be the applicant’s most recent manager. Only applications that address the stipulated duties and meet the required qualifications will be considered.
We only accept applications sent via our online-application form on www.drc.ngo under Vacancies. Applications should be sent no later than: 20th September 2024.
Gender Equality:
DRC is committed to achieving gender parity in staffing at all levels. In light of this, female candidates and those from minority groups are strongly encouraged to apply.