Supply Chain Manager
We are looking for a highly qualified, self-motivated Supply Chain Manager who is able to manage a large Supply Chain department, work with diverse teams of both national and international staff, and equipped with technical skills to develop and strengthen emergency response capacity in a highly complex crisis.
DRC is operational in South Sudan since 2005, working with the overall aim of achieving durable solutions for displaced populations. The Danish Demining Group (DDG) started Humanitarian Mine Action in 2006.
Danish Refugee Council main program objectives (2018-2020) in South Sudan are:
- To save lives and alleviate suffering among displaced people and their hosts
- To reduce displacement related risks and support and facilitate solutions
- To promote peaceful, inclusive and resilient societies and address root causes to displacement
DRC primarily operates across Upper Nile and Unity states, both of which are heavily affected by conflict and experience high numbers of internally displaced populations as well as refugees in need of humanitarian assistance. DRC has operational bases in Maban, Malakal, Kodok and Aburoc in Upper Nile and in Bentiu, Mayom, and Ajuong Thok in Unity state, supported by a country-office in Juba.
Overall purpose of the role:
Responsible for the effective implementation of procurement/logistics systems and functions within the country office with a focus on compliance to the Operations Handbook. This role has a country focus and ensures compliance to DRC procedures and guidelines within the country. The role contributes to the development of country strategies, which are translated into action plans and day-to-day tasks. The role provides support and/or technical guidance to country operations while overseeing country supply chain activities.
To achieve the objectives of the position, the Supply Chain Manager will perform the following tasks and undertake the following responsibilities:
- Receive, analyse and combine procurement plans for most Programmatic and Support related needs, in collaboration with DRC-DDG Programs.
- Support program staff in supply planning and forecasting
- Follow-up and monitor implementation of procurement plans for all grants on a quarterly basis
- Analyze and consolidate procurement needs from Juba Office and Field Offices to reduce redundancy of similar purchases.
- Establish framework agreements for routine supplies
- Provide remote support in ITB management (TOC report, technical analysis and contract award)
- Organize procurement trainings for non-logistics staff and small-scale refresher training for procurement staff.
- Review order requests, quotations, bids, purchase orders, ITB and ensure appropriate support documentation following DRC procedures and guidelines before submission for signatory approval. Review ITB (Restricted, National and International) documentation before advertising or inviting suppliers
- Maintain list of vendors that specialize in providing specific goods and develop preferred vendor agreements as needed.
- Ensure that all suppliers in South Sudan are identified and a vendor database for local purchases with costs is developed and updated regularly.
- Ensure accurate filing systems, including documentation and records of actions, for audit purposes.
- Organize procurement-filing system and produce weekly procurement tracking sheets to prioritize needs.
- Ensure implementation of CAST/audit recommendations relating to logistics/procurement.
- Compile monthly reports received from field offices to provide country procurement reports to relevant managers
- Conduct meetings as needed and report progress and challenges for procurement regularly to Head of Support Services
- Ensure the effective and efficient use of all DRC resources to keep costs low but while ensuring quality and standards
- Ensure compliance and implementation of Operations Handbook across all field offices.
- Provide monthly comprehensive country reports on Inventory/Assets to SMT.
Implement any available tools to improve the inventory management.
- Provide guidance in disposal methods for unused or expired Asset with prior Donor/DRC Country director approval.
- Liaise with security personnel on security-related transport issues, such as booking in/out, satcomms, radios etc.
- Provide monthly comprehensive country report on warehouse inventory to SMT (list and stock value in hand).
- Provide guidance in disposal methods for unused or expired commodities with prior donor/DRC Country Director approval
- Provide support to the staff while engaging with freight forwarding agencies, freight handling/clearance agents, and local Customs, to ensure that cargo is managed at all points of the supply chain, and that all tracking and reporting deadlines are met.
- Proactively manage the tracking of all supplies, equipment, materiel and food in transit, through its receipt and storage within the Juba facilities.
- Providing input on the location and negotiation of contracting for storage/warehousing that is secure, well maintained, and meets health and safe working practice requirement.
Fleet/ Logistics management
- Assist with the management of all matter’s logistics relating to transport and fuel management, to ensure that vehicles are insured, asset managed correctly, maintained appropriately, damages are reported, and ensure that vehicles internal equipment (tools, comms etc) are complete and serviceable; and that usage of fuel is correctly managed, and logged and recorded.
- Support the related personnel to manage all matters logistics regarding satellite communications and radio communications to ensure that equipment’s are insured, asset managed diligently, operated in the most cost-efficient manner, and maintained appropriately.
- Work to ensure that logistic systems are robust and flexible enough to cope if a crisis occurs to include assessments of airports, transport available, warehousing, access routes, fuel availability, field comms issues, staffing challenges, training required etc. Raising issues though senior management as required
- Work with your manager to capture, plan and regularly update preparedness reporting for the logistic systems in place at your mission.
DRC Dynamics ERP System
- Ensure proper application of ERP supply chain processes in the region
- Apply reports and data analytics from ERP supply chain system to improve supply chain performance
Management and People
- Accountable for people management of direct reports, generally at least 3 employees. This includes hiring & firing, objective setting, probation, performance appraisal, development of staff, managing performance, including poor performance, etc.
- Lead and manage the Logistics and procurement team (including people planning, performance, well-being and development)
- Accountable for making significant decisions on what the unit does: its purpose, functions and role, and for making commitments and decisions that require the expenditure of significant unit resources.
- Accountable for making sound decisions based on DRC policies, SOPs, standards, and the advice of technical experts in DRC
- Plan and organize regular logistics training with relevant participants (logistics, program, Human Resources and finance) to ensure agreed and uniform systems to be implemented.
Experience and technical competencies: (include years of experience)
• Minimum 5 years of experience in humanitarian logistics management within the field of supply chain management, fleet management, asset management, and distribution support
• At least 3 years’ experience with people management
• Knowledge and experience of dealing with service providers and contractors’ management
• Excellent computer skills in MS Word & Excel, as well as experience working with an ERP system
• Experience with standard procurement procedures and documentation, obligatory
• Experience with construction and site project management, desired
• Experience with auto mechanics or electrical installations, desired
• Experience working in an (I)NGO
• Full professional proficiency in English
Qualifications and Experience:
Education: (include certificates, licenses etc.)
• Bachelor’s Degree in Logistics and/or Supply Chain Management or Certification in Humanitarian Logistics (if there is no Degree).
• Master’s degree is an added advantage
Languages: indicate fluency level
• Fluency in written and spoken English language; Classic Arabic is an added advantage
• Ability and willingness to work in remote and isolated location with ever changing security scenarios.
Moreover, in this position, you are expected to demonstrate DRC’ 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.
Duration: 1-year renewable contract subject to Performance and Funding.
Start Date: ASAP
Duty Station: Juba– South Sudan
Reporting: This position reports to Area Manager
Direct Reports: Livelihoods Officers and Field Assistants and Outreach Workers
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). All DRC staff must be committed to the Red Cross Code of Conduct, as well as the Core Humanitarian Standards.
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.
How to apply
How to apply
Please send a covering letter outlining how your skills and experience meets the Person Specification along with your CV, academic documents and National ID Card to Human Resources Department through firstname.lastname@example.org OR submit your hard copy application to the Human Resource Department to the attention of HR Manager DRC-DDG Office located along Addis Ababa Road opposite NPA Mine Action Main Office
Send a cover letter (max 1 page) and an updated CV (max 3 pages) in English. The cover letter should outline your personal motivation for applying and your key qualifications for the position.
Please click on this link to apply: https://candidate.hr-manager.net/ApplicationInit.aspx?cid=1036&ProjectId=161622&DepartmentId=19091&SkipAdvertisement=true
Applications sent by email will not be considered.
Closing date for applications: 30th June 2021 and note that due to urgency to fill this position, recruitment can be finalized before closing date of applications.
If you have questions or are facing problems with the online application process, please visit drc.ngo/jobsupport