Supply Chain Manager

WHO ARE WE?

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 fulfillment 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.

ABOUT THE JOB

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 Afghanistan Country Operations in Kabul, 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 oversee 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 Area Office.
• 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 training 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 Framework 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, analyze data, and make strategic recommendations to CO SMT and RSCM.

R3. Fleet management:

• Ensure compliance and implementation of Operation Handbook volume on Fleet Management (including all updated policies on the DRC intranet) in the 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; prioritization of movement needs of staff and program activities and planning
• Ensure fleet maintenance is conducted efficiently and the fleet is filled properly. This includes frequent and proactive interaction with relevant Donors and other partner staff
• Provide monthly comprehensive country reports on fleet management (costs) to SMT and AMs
• Oversee filing of CO fleet documents i.e. drivers’ docs, maintenance records, fuel reconciliation, insurance docs, log sheets and logbooks, 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 by the DRC Operations Handbook and/or donor requirements.
• Ensure the review and submission of timely and accurate stock reports from the COs every month
• Strengthen staff capacity and warehouse management processes.
• Liaising with the SC staff in the field offices to ensure stock is properly recorded and kept and discrepancies reported.
• Working closely with the program team members to ensure proper monitoring of stock and distributions carried out before project closeout
• Organize disposal of old stock and assets as per DRC/Donor guidelines.
• Guide 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 the 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 about Asset Management as per the DRC Operations handbook are in place and being followed.
• Ensure donation certificates with the 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 dashboards; 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 stakeholders where this relates to Support Services. This includes 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

ABOUT YOU

To be successful in this role you must have:

Experience and technical competencies: 

• At least 10 years’ experience in senior Supply Chain function in a Humanitarian context.
• At least 5 years’ experience with people management
• Knowledge of project cycle management
• Knowledge of supply chain management and procurement processes and documentation.
• Knowledge and experience in 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, and 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, UNOCHA, UNDP,  Danida, SIDA, SDC, BHA, ECHO, FCDO, USAID, etc.
• Experience working with DRC Dynamics or a similar ERP system
• Full professional proficiency in English
• Excellent communication skills – both oral and written
• Skills in local languages will be an asset.

Education/qualifications:

• Bachelor’s degree in business administration, Logistics, or relevant sector and field experience

Languages:

• English (fluent)

We Offer:

• Salary and conditions will be in accordance with DRC salary scale

Application process:

Application process: Interested? Then apply for this position by clicking on the below link. All applicants must send a cover letter and an updated CV (no longer than four pages). Both must be in the same language.

 Note. Only CV will not be considered.