Supply Chain Officer

Danish Refugee Council, Mosul, Iraq

Skill Required:, Business Development/ Resource MobilizationFinance and Accounts
Preferred Experience: 
1 to 3 Years
Closing Date for Applications: 
5th January, 2020


Job Description

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.

About The Job

Responsibilities:

  • Procure all materials and equipment ordered by the projects in a cost-effective and transparent manner in line with DRC and donor specific policies, in collaboration with the SCTL and SCM;
  • Focal point for liaising with suppliers. Create and follow up on realistic delivery schedules and compare actual deliveries in order to evaluate supplier performance and responsiveness.
  • Ensure that all Purchase Requests, Purchase Orders, RFQ and ITBs are tracked from point of planning and request through to final receipt.
  • Regularly review, update and share the information management databases and trackers to the SCTL and SCM. Provide follow-up to S&I team on S&I project procurement status.
  • Prepare the RFQ and ITB relevant documents, as well as TOC (tender) reports for procurement & tender committee review of RFQ level.
  • Provide guidance and input to S&I team in the development of BoQs. In particular, provide input and knowledge on construction goods,services and work pricing and market availability.
  • Provide guidance and participate in assessments of construction markets and feasibility of cash-based programming
  • Participate in evaluation of bids and proposals and make sure the bids evaluation report, technical evaluation, minutes of negotiations and negotiated contract in selection of consultants contain all the facts and information required to justify the recommendations made in the report.
  • Assist with the preparation of contracts and amendments of contracts when needed.
  • Participate in the joint verification of procured construction goods, services and works and to ascertain the items’ conformity to S&I Technical Specifications and Quantities.
  • With the support of PM and in coordination with CO, lead the streamlining of procurement and contract management procedures, adapted to construction projects.
  • Manage S&I project contracts and provide support to S&I teams and projects across Ninewa. This will involve regular visits to bases, sites and project warehouses.
  • Provide sufficient advance warning of contract requirements and deadlines to S&I team and supplier / contractor to enable effective contract implementation, in accordance with DRC SOP and best practice
  • Constantly search the market for new suppliers that may provide better service or value for money for DRC.
  • Maintain and update suppliers list using the Supplier Profile and Registration Form.
  • Participate and facilitate the supplier pre-qualification process
  • Assist in the strategic sourcing for frequently purchased items to ensure framework agreements with the suppliers and service providers are in place
  • Ensure procurement files are accurate and records are in compliance to DRC and donor procurement policies, filing system is properly established, all soft copies and hard copies of procurement files are accessible and manageable by auditors
  • Ensure purchased assets are registered in the inventory database and liaise with the Assets department
  • Prepare and submit payments of suppliers to finance on a timely manner
  • Screen the suppliers in anti-terrorism databases
  • Ensure the non-winning suppliers receive notification from DRC about the status of their bids
  • Conduct duties in accordance with DRC Iraq programme Standard Operating Procedures (SOPs);
  • Conduct duties in accordance with DRC Code of Conduct.

Key performance Indicators: (in bullet points)

  • PRs processed on time (as peer standard processing times issued by CO)
  • Number of delays or interruptions to projects due to procurement processes, and as compared to DRC supply chain SOP.
  • Warrantee period effectively followed up and signed off by relevant parties, on time.
  • Time spent and amount of procurement paperwork required from S&I team reduced, measured quarterly.
  • Goods, services and work provided to S&I team comply with technical specification
  • Contract closure checklist is used to close all procurement files.
  • For each procurement conducted, supplier database and forms and updated and filed.
  • All approvals on SC documents are as per IDRA.
  • Participation in monthly Lessons Learnt Exercise.
  • All procurement trackers for procurement are updated.
  • All Minimum Operating Procedures from Supply Chain Operation handbooks are adhered to.

Experience and technical competencies: (include years of experience)

  • University degree in Logistics, Business Administration, Economics, Engineering Management or similar
  • Experience of working with UN or Non-Governmental Organizations (NGO / INGO)
  • Experience in engineering, construction and/or procurement for construction projects
  • Minimum 1 years of experience in procurement
  • Understanding of the local market, local legislation related to contracts.
  • Understanding of the procurement rules and regulations of major international donors;
  • Very good skills MS Word, Excel, Outlook, Power point
  • Very good interpersonal and team skills;
  • Knowledge of procurement principles and contract management;
  • Commitment to humanitarian principles and values.
  • Commitment to and understanding of DRC’s aims, values and principles
  • Fluent business Arabic. Working knowledge of written and spoken English. Kurdish is an asset.

Education: (include certificates, licenses etc.)

  • University degree in Logistics, Business Administration, Economics, Engineering Management or similar
  • Certificate in Humanitarian Logistics and/or Procurement would be an advantage
  • Significant proven relevant experience may be acceptable in lieu

Languages: (indicate fluency level)

  • English (Fluent)
  • Arabic (Fluent)
  • Kurdish (Basic)

Source:https://candidate.hr-manager.net/ApplicationInit.aspx?cid=1036&ProjectId=157935&uiculture=eng&MediaId=5


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