Supply Chain/ Procurement Specialist

Danish Refugee Council, one of the world’s leading humanitarian NGOs, is currently looking for a highly qualified and motivated Supply Chain/Procurement Specialist for its Humanitarian Disarmament and Peacebuilding portfolio in Ukraine. We appreciate devotion and team-building, and we welcome you to join our efforts in scaling up our operations that will support human security.

About the job

Upon the military offensive launched by the Russian Federation on 24 February 2022 and the subsequent large-scale humanitarian crisis triggered by the war, Danish Refugee Council (DRC) remained in Ukraine and continued with the provision of emergency response. As well, DRC is scaling up its current and new programs such as Protection, Legal Assistance, Economic Recovery as well as Humanitarian Disarmament and Peacebuilding in order to respond to the needs of the most conflict-affected and those exposed to the risk of various explosive ordnance.

The need for the dedicated Supply Chain Specialist assigned to the HDP is needed more than ever in terms of scaling up demining teams in Chernihiv, Kyiv and other highly affected oblasts, and capacity building of the national authorities.

The overall purpose of the position is to support the effective implementation of logistics/procurement systems and functions needed for the HDP sectors in the specific region of the deployment with a particular focus on compliance with the internal regulations, donors’ requirements as well as local and international market challenges in regard to the procurement of the specific demining tools kits, equipment and supplies.

Reporting to the Head of HDP and with Technical Line Supervision from the Emergency Supply Chain Manager, the SC/Procurement Specialist will closely coordinate with the Humanitarian Mine Action (HMA) Operations Manager, Base Manager and the SC Unit for the purpose of an efficient and prompt procurement.

Your main duties and responsibilities will be:

As a Specialist, you will be responsible for providing specialized knowledge and operational know-how for HMA procurement. As well, you will closely collaborate with Supply Chain Unit at DRC headquarters and with the SC Personnel in the neighbouring countries for the purpose of efficient shipment. He/she will liaise, when needed, with the UN OCHA Logistic Cluster.

HDP Procurement Co-ordination

• Visit all demining sites to assess the needs and develop a procurement plan taking into account funding availability and implications;
• Produce and implement a logistics plan in support of operational plans as defined by the HMA Operations Manager;
• Liaise and ensure strong communication between demining sites and DRC Field offices;
• Explore national and international suppliers for the procurement of the specific demining equipment, tools and supplies;
• Review ITB (Restricted, National and International) documentation before advertising or inviting suppliers;
• Revise procurement requests and ensure compliance with all protocols (internal, donors, Ukrainian);
• Organize procurement trainings for non-logistics staff and small-scale refresher training for other procurement staff;
• Plan and organize regular logistics training with relevant participants (logistics, program, Human Resources and finance) to ensure agreed and uniform systems to be implemented;
• Support implementation of CAST/audit recommendations relating to logistics/procurement.

HDP Fleet management

• Ensure compliance and implementation of Operations Handbook and strict Ukrainian legislation across HMA field operations;
• Provide monthly comprehensive HDP reports on fleet management (costs, needs) to the HMA Operations Manager and Head of HDP;
• Advise on any increase/improvement of fleet capacity for HDP in the country.

HDP Asset Management

• Ensure compliance and implementation of internal Operations Handbook and internal Standard Operating Procedures for HMA as well as the strict legal requirements in line with the Certification of Conformity, National Mine Action Standards and Mine Action Law in Ukraine;
• Keep comprehensive HDP reports on Inventory/Assets per donor to the HMA Operations Manager and Head of HDP as well as National Mine Action Authority when required;
• Implement any available tools to improve the inventory management;
• Provide guidance in disposal methods for unused or expired Assets with prior Donor/DRC Country director approval and in line with the Ukrainian legislation.

Warehouse Management

• Ensure compliance and implementation of Operations Handbook across all field offices where the HDP programme store the inventory;
• Assess and advice on warehouse facility to support demining and risk education implementation in the country;
• Provide a monthly country report on HDP warehouse inventory per donor to the HMA Operations Manager and Head of HDP as well as National Mine Action Authority when required (list and stock value in hand);
• Provide guidance in disposal methods for unused or expired commodities with prior donor/DRC Country Director approval.

About you

To be successful in this role we expect you to embrace and develop overall objectives such as gender equity, impact monitoring, and cross-sector cooperation in addition to the standing requirements listed below as:

Required experience and competencies

• Minimum 3 years of experience in humanitarian logistics management within the field of supply chain management, fleet management, asset management, and distribution support;
• Knowledge and experience in dealing with service providers and contractors’ management;
• Excellent computer skills in MS Word & Excel;
• Experience with standard procurement procedures and documentation;
• Experience with site project management;
• Experience working in an (I)NGO.

Desirables

• Previous working experience in mine action and knowledge of specific HMA needs and requirements;
• Knowledge of international suppliers for mine action;
• Previous working experience in the affected country, or a context similar to Ukraine.

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: You uphold and promote the highest standards of ethical and professional conduct in relation to our values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

We offer

Contract length: one year

Band: G non-management

Designation of Duty Station: Field Base (Ichnya, at present). This is unaccompanied duty station

Start date:ASAP

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for Expatriates; please refer to drc.ngo under Vacancies.