Supply Chain Officer

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.

Overall purpose of the role

The Supply Chain Officer is responsible for the overall supply chain needs of programs and supporting the Gaza (oPt) Operations team. The position reports on supply chain information to the Support Service Team Leader (SSTL) of Gaza regularly.                                             

Duties and Responsibilities

Procurement:

• 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 SSTL (procurement).
• Laise with SSTL and Regional Supply Chain personnel, to maintain proper procurement process for any emergencies.
• Assist in liaising with suppliers to create realistic delivery schedules and compare actual deliveries in order to evaluate supplier performance and responsiveness.
• Ensure that all Purchase Requests, Purchase Orders, RFQ 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 SSTL
• Prepare the RFQ relevant documents, as well as TOC (tender) reports for procurement & tender committee review.
• 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 goods, services and works and to ascertain the items conformity to Technical Specifications and Quantities.
• Ensure procurement files are accurate, and records are in compliance to DRC and donor procurement policies, filing system is properly established as per Archiving SOP, and all soft copies and hard copies of procurement files are accessible and manageable by auditors.
• Ensure purchased assets are registered in Dynamic and archived into the Share point as per Archiving SOP
• Prepare and submit payments of suppliers to finance on a timely manner
• Screen the suppliers in anti-terrorism databases

Logistic:

• Under SSTL, we ensure that all logistic coordination via Logistic cluster/ partners are met.
• Register and request any logistical services via exists portals of Log cluster, UN OCHA, UNRWA, etc.
• Responsible for proper stocking of commodities according to DRC Operation handbook

• Inform SSTL of any change in quality of commodities in stock by following stock disposal methods and reporting
• Support in keeping of detailed and accurate stock records. Managing assets and inventories in the ERP system 
• Responsible for on time loading/unloading of commodities
• Follow up with program personnel in Gaza on all receipts of transit stocks.
• Ensure consumables are utilized before expiry dates.
• Timely and correct reporting on stock movement to SSTL Of Palestine Ops.
• Managing office, guest house and Workplaces’ generators if any.
• Monitor and control generator maintenance and fuel consumption if any.
• Support technically Gaza supply chain personnel if any.
• Following on and checking the need

Fleet:

• Liaise with Management personnels and all stakeholders to
• Support in Scheduling and planning the use movement for efficient delivery of transport services to Program
• Complete spot checks and monitor the fuel consumption of all vehicles in the monthly vehicle report and send the figures monthly to the SSTL with proper analysis of the usage. Also identify and comment on any unwanted excess use of fuel, other fluids, and spares
• Support Fleet Demands and Follow up all vehicles to ensure they have valid insurance, taxation, and road license documents in the car as per national requirements.
• Assure compilation of the daily and weekly vehicle movement schedule. This includes the scheduling of on-call night and weekend drivers if necessary and weekly driver meetings to share schedules
• Ensure that all vehicles have logbooks, and that all drivers or staff with driving privileges are filling them every journey. Any car without logbook or sheet is not to be used
• Ensure that drivers (and staff driving DRC cars) conduct daily and weekly vehicle checks, any faults or damages are recorded and if necessary, reported to Service Provider, to ensure the vehicles are exchanged and repaired
• Monitor driver behaviors and standards, collect complaints and reports about the drivers and share with the SSTL and Safety Manager to improve safety and performance
• Overseeing compilation of regular vehicle utilization analysis and sending to SSTL on a monthly basis.
• Ensure that all drivers are properly licensed, signed driver rules, conducted driver test, signed Job Description, had eye tests and all vehicles have spare tires, first aid kits, emergency tool kit, emergency contact numbers, internal vehicle numbers and DRC branding. Maintain Driver Files
• Ensure that DRC Fleet Management standard operating procedures are enforced, in line with the DRC vehicle policy
• With the SSTL liaise with the Security Department to ensure all Fleet Management is within Safety procedures.
• Conduct duties in accordance with DRC Palestine program Standard Operating Procedures (SOPs)
• Conduct duties in accordance with DRC Code of Conduct

Key performance Indicators:

• Procurement tasks completed on time and as per SOPs
• All the support needed to Gaza fleet is exist.
• All Procurement, logistic, and fleet trackers are updated.
• All requests for payment are on time and as per SOPs
• Participation in monthly Lessons Learnt Exercise
• All Minimum Operating Procedures from Supply Chain Operation handbooks are adhered.

We offer

Contract length: until May 31, 2025 with possibility of extension depending on funding availability

Position Band:  This position will be placed at Non-Management band (H)

Start date: December 2024

Duty station: Gaza

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for Nationals.

جميع الحقوق محفوظة لموقع جوبس.

Experience and technical competencies:

• Experience of working with UN or Non-Governmental Organizations
• Minimum 2 years of experience in Supply chain with NGOs. Understanding of the Supply chain 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.
• Knowledge of logistic principles and inventory management
• Commitment to humanitarian principles and values.
• Commitment to and understanding of DRC’s aims, values and principles.

Languages

• Advanced in written and spoken English
• Arabic

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: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

Education:

• University degree in Logistics, Business Administration, Economics, Engineering Management or similar

Application process

Interested to apply? 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.

Closing date for applications: December 15, 2024

For further information about the Danish Refugee Council, please consult our website drc.ngo.