Supply Chain Intern

The Supply Chain Intern’s main objective is to provide support in the Supply chain department in efficient and effective Logistics implementation and smooth running of departmental operations of the Nairobi regional office with emphasis on assets, general equipment and fleet management, as per DRC’s internal and donor procedures & as per the Operations Handbook. He / She will be expected to assist in low value procurement, receipts and dispatches of procured goods and ensuring that all logistics operations are managed and maintained in an efficient manner.

Duties and Responsiblites

Assets & General Equipment (Inventory) Management

• Read & Understand the DRC OH – Assets
• Complete the assets module in dynamics
• Update all DRC assets and general equipment registers in the FA Module by tracking, and tagging in line with DRC asset management policies working closely with the Regional IT Officer.
• Be part of the analysis of vehicle and asset status and make recommendation for timely repairs and replacement
• Implement reports from spot checks of warehouse and asset management to ensure implementation and documentation is up to date and produce review reports on areas where improvement is needed.
• Carry out physical assets’ verification from office to office, cross reference and update in the asset register in dynamics
• Carry out a physical inventory verification from room to room and update in an inventory list, clearly specifying location, custodian and the room location.
• Carry out a complete physical verification in the RO office and expat staff houses for all DRC assets
• Ensure all assets are tagged and tag number used as the main reference on the assets register
• Identify and prepare a record for all assets and inventory separately that are due for disposal and produce a consolidated disposal list using DRC assets disposal template.
• Liaise and work closely with the IT officer to ensure all IT assets are tagged and included in the assets list and/ or disposal list
• Work closely with the Admin Team leader to ensure all GEs are properly tracked
• Liaise with the Regional Supply Chain Manager on the disposal process as necessary once items for disposal have been identified.

Fleet Management

• Managing fleet and ensure that it complies with DRC OH
• Ensure fuel invoices are reconciled in accordance to the set time frames
• Responsible for assigning vehicles to the programs department to facilitate their day to day work and ensure the vehicle movement board is updated on a daily basis
• Ensure that vehicles have adequate fuel for the assigned movements and ensure that a good fuel monitoring tool is in place for usage
• Monitor and ensure that all vehicles, including hired ones are serviced on time
• Ensure Fleet performance reports (fuel consumption, maintenance, running costs etc.) is posted on the SharePoint for review every 5th day of the month
• Prepare an insurance tracker and ensure timely renewal of insurance for RO vehicles
• Assist the drivers correctly use log sheets to record details of all their movements.
• Ensure drivers check vehicles every morning using the Vehicle checklist and compile weekly status report for review by RSCM
• Ensure that all motorized assets (vehicles &, generators) are correctly operated and maintained accordance with donor requirements
• Open and maintain a file for each vehicle separately with all relevant vehicle documentation as per vehicle file checklist
• Ensure all vehicle operation policies and systems are up to date and enforced within RO operations.

Procurement

• Assist with LVOs from time to time as requested by program staff
• Raise payment requests for items already received for payment processing
• Issuing tender documents to vendors on request after tender is announced
• Assist in updating suppliers list and price lists and regularly checking on price validity for updates
• Data entry on QEFs, scoring forms and sheets and other procurement forms as required.
• Liaising with vendors for any discrepancies and/or wrong specifications on GRNs
• Follow up on all approved orders, to ensure that they are supplied in time and requestors informed.
• Liaising with vendors for invoices immediately after service is rendered for goods purchased
• Enforce a zero-tolerance policy regarding corruption and contribute to ensuring complaints are recorded and reported appropriately, in line with the DRC Code of Conduct and Accountability Framework.

Supplier prequalification

• Assist in the preparation of prequalified suppliers’ documentation, responding to supplier queries and printing the document on request of suppliers.
• Assist in data entry for evaluation reports of suppliers and drafting of framework agreements
• Sourcing up to date price lists/completed RFQs from suppliers
• Ensure all paperwork filing is accurate, up to date, and in correct order so as to easily facilitate checks and audits.

Supply chain and Admin Support

• Liaising closely with the Regional Supply Chain Manager, ensure processes and documents follow donor requirements regarding fleet, procurement, inventory, and asset management.
• Read the OH related to all SC functions and complete all relevant Dynamics modules
• Filing of procurement and logistics documents
• Archiving of documentsOverall purpose of the role:

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 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 act in line with our vision and values.

Qualifications and Experience

• At least 2 years of related experience; (1) of which in managing assets and fleet
• Hold a Bachelor’s degree in Supply Chain/Logistics/Business Administration or related.
• CILT/ CIPS certification is an added advantage
• Experience of similar services in reputable public organization/NGO
• Excellent computer skills and ERP knowledge a plus
• Fluent in communication and writing in English.
• Computer skills for reporting, and communication

Conditions

Contract: 6 Months contract – Salary Kes.25,000 ;Other conditions offered in accordance with DRC’s Kenyan Terms of Internship Engagement.

Availability: 1st April 2022

Duty station: This position is based in Nairobi Regional Office

Reporting Line: Supply Chain Manager

Providing equal opportunities We are committed to creating an inclusive and positive work environment based on mutual respect for all employees. All applicants are considered for employment without attention to race, age, ability, ethnicity, nationality, religion, gender identity, sexual orientation, marital status, or any other factor. At DRC we celebrate diversity and appreciate our employees for the people they are and their unique skills, backgrounds, and perspectives. We encourage all interested candidates to apply.

Promoting high standards : DRC’s capacity to ensure the protection of and assistance to refugees, IDP’s and other persons of concern depends on the ability of our staff to uphold and promote the highest standards of ethical and professional conduct in relation DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment. DRC conducts thorough and comprehensive background checks as part of the recruitment process