Supply Chain Team Leader-Telafar

The Danish Refugee Council assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunity for a brighter future. We work in conflict-affected areas, along the displacement routes, and in the countries where refugees settle. In cooperation with local communities, we strive for responsible and sustainable solutions. We work toward successful integration and – whenever possible – for the fulfilment of the wish to return home.  

The Danish Refugee Council was founded in Denmark in 1956, and has since grown to become an international humanitarian organization with more than 7,000 staff and 8,000 volunteers. Our vision is a dignified life for all displaced.  
All of our efforts are based on our value compass: humanity, respect, independence and neutrality, participation, and honesty and transparency. 
DRC has been operating in the Middle East and North Africa (MENA) region for over a decade, running a combination of emergency, livelihood, protection and advocacy programmes through Country Offices (COs) in Algeria, Libya/Tunisia, Syria, Iraq, Jordan, Lebanon and Turkey with a Regional Office (RO) in Amman. DRC has 17 offices and approximately one thousand staff members across the MENA region. Following an internal HQ restructuring, from 1st January 2018 the region is focusing on the Middle East, hence Algeria, Tunisia and Libya will transition to a new region during the course of 2018, while Yemen will join the Middle East region.

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 act in line with DRC’s vision.

Overall purpose of the role:

• Supervise members in the supply chain team
• Deliver technical support and guidance to the team
• Fulfil daily supply chain tasks and taking lead in coordinating supply chain functions and services
• Responsible for all procurement of goods and services, warehousing, transportation of good and people, vehicle fleet management, and general logistics support to the programme

Responsibilities:

Management:

• Lead and manage the supply chain team (including people planning, recruitment, performance, well-being and development),
• Ensure effective planning and quality implementation of the area supply chain sector/department activities including daily monitoring of area and asses the daily quality of supply chain work.
• Provide technical support, guidance, and input to the area team.
• Identify training gaps among supply chain staff.

Procurement: 

• Establish a rigorous, accountable, and transparent procurement system, compliant with the DRC Operations Handbook chapter on Procurement Management, local law, and donor requirements.
• Work closely with all program teams in the field for procurement planning, in line with DRC Operations Handbook, this includes leading the process of procurement planning and convening regular meetings with Program colleagues to provide feedback on planned purchases, committing to realistic timelines for delivery and implementation.
• Supervise all procurement processes and implement/reinforce a tracking system for all local and central procurement on behalf of program teams.
• Responsible for ensuring a weekly Procurement Tracking Table (PRTT) is updated and accurate, circulated on a weekly basis to all Program, Finance, and Supply Chain colleagues. 
• Ensure suppliers are vetted according to DRC policies and an updated supplier database exists with comments on performance and contract tracking.
• Ensures awareness of the correct procurement threshold and that the teams in all areas adhere to the procurement threshold issued by DRC.
• Enforce a zero-tolerance policy regarding corruption and contribute to ensuring complaints are recorded and investigated appropriately, in line with the DRC Code of Conduct and Accountability Framework.
• Coordinate with Manager to ensure that all issues are reported, and solutions are realized as the issues arise.
• To support the operation in conducting and completing Framework Agreements for all goods and services in accordance with DRC procurement requirements.
• Organize, plan, and prioritize project supply needs – ensuring efficient and timely delivery to point of distribution as necessary.

Logistics:

• Lead coordination between the logistics team and program managers to facilitate effective, efficient, and timely implementation of DRC logistics procedures according to DRC’s Operations Handbook on Warehouse, Assets & Inventory, and Fleet Management chapters.
• Ensure Program Managers and other key program staff are informed of areas of logistics responsibilities and where cooperation from other departments is required.
• Produce logistics reports on a weekly and monthly basis such as warehouse stock report, fleet utilization report, and asset list according to DRC’s internal templates and procedures – ensure that correct templates are being used and filled out in their entirety.
• Conduct spot checks of warehouse, fleet, and asset management to ensure implementation and documentation is up to date and produce review reports on areas where improvement is needed.
• Develop work plans with Logistics staff as necessary to increase compliance and understanding of DRC procedures.
• Report all anomalies on documentation to the line Manager immediately.
• Enforce DRC’s Code of Conduct, support the Manager with any reporting on issues related to corruption, collusion, and fraud.

Premises, Warehouses and Asset Management: 

• Ensure all assets have service/maintenance records and where necessary that assets are disposed of according to DRC guidelines and local laws.
• Provide training and management to Supply chain/Logistics staff with regards to asset management and tracking and ensure implementation of tracking system is in place at each location.
• Ensure all DRC assets are registered, tracked, and maintained in line with DRC asset management policies.
• Ensure the implementation of regular asset verification at least on a bi-annual basis.
• Ensure the inclusion of donor requirements in asset registers to facilitate correct asset transfer/disposal during project liquidation.
•  Implement monitoring and evaluation of stock management systems, including implementation of stock cards and bin cards, as well as regular tracking of receipt and dispatch of items.
• Ensure Program staff are informed of roles and responsibilities of supply chain staff, including making recommendations to the Manager regarding approved signatories on standard documentation (waybills, Release Orders, Goods Received Notes, etc.) as per the DRC Operations Handbook.
• 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.
• Strengthen warehouse management processes and staff capacity.
• Support stock control by putting in place appropriate controls and conducting spot checks in warehouses during field trips
• Investigate all stock inconsistencies and submit a procedure and findings report

Fleet Management: 

• Ensure appropriate fleet management, in line with DRC guidelines, through the use and verification of logbooks, fuel consumption registers and regular servicing and maintenance.
• Analyze the DRC vehicle usage to maximize efficiency and ensure timely program implementation.
• Inspect all DRC vehicles for registration and appropriate licensing documents.
• Track all fleet and produce a consolidated asset utilization report monthly for review.
• Make recommendations to Manager regarding improvements to fleet utilization, vehicle maintenance, and disposal on at least a monthly basis.
• Ensure Weekly Movement Plans are implemented, and all KISS movements are coordinated to other Area / Field / Country Offices are done in accordance with the DRC Fleet Utilization Policy.
• Facilitate and promote effective communication and coordination mechanisms between logistics staff and other departments.

Program Support:

• Ensure compliance with donor requirements regarding procurement, inventory, and asset management.
• Train staff on compliance with internal reporting requirements and required contributions to donor and other reporting.
• Support program teams’ and managers with supply chain team and build program staff capacity.
• Participate in the capacity building of local partner(s) for logistics management.

DRC Dynamics ERP System:

• Support the development and implementation of Dynamics supply chain modules and ensure capacity building of staff as well as area office Supply Chain staff and other staff as well as technical managers including providing regular refresher trainings.
• Ensure that processes under supervision are handled properly via DRC Dynamics.
• Ensure ERP supply chain functionalities are properly used by concerned staff and team has proper knowledge and access to information to use DRC Dynamics.
• Apply reports and data analytics from ERP system to improve performance in area of concern.

Application process
All applicants must upload a cover letter and an updated CV (no longer than four pages) in English. Applications sent by email will not be considered.
Interested? Then apply for this position by clicking on the apply button.
Closing date for applications:  27th of March 2022 
If you have questions or are facing problems with the online application process, please visit drc.ngo/jobsupport  
For further information about the Danish Refugee Council, please consult our website drc.ngo