Country Supply Chain Manager

Title: Country Supply Chain Manager

Location: Addis Ababa, Ethiopia

Employment Category: F1

Salary Range: Per Organizational Salary Scale

Reporting To: Head of Support Service

Direct Reports: Procurement officers, Supply Chain Officers and drivers

Contract Duration: 1 year

Posting date: May 20, 2024

Required Employee: 1

INTRODUCTION

The Danish Refugee Council (DRC), an international non-governmental organization (NGO), has been providing relief and development services in the Horn of Africa since 1997. DRC promotes and supports solutions to the problems faced by refugees, internally displaced people (IDPs), and migrants. DRC Ethiopia began operations in 2009 and has been responding to the needs of refugees, Internally Displaced Persons (IDPs) and vulnerable host communities ever since. DRC Ethiopia currently has programs implemented through five area offices (AO) in Gambella, Tigray, Somali (Jijiga & Dollo Ado) and Afar regions, as well as its country office (CO) in Addis Ababa.

OVERALL PURPOSE OF THE ROLE:

The Country Supply Chain Manager is responsible for ensuring the overall management of logistics, procurement, transport and fleet management in line with the DRC operational procedures. He/she also ensures that DRC’s procurement and logistic related strategies, systems policies, procedures and guidelines are in place and implemented and regularly updated throughout the areas of responsibility.

Responsibilities and tasks

Strategic -Leadership

• Assist the DRC management in reviewing existing procurement and logistics systems and provide assurance that there exist minimum operational procedures and standards.
• Ensure that adequate control mechanisms are in place and procedures are fully compliant and adhered as per the operational handbook throughout the area of operation
• Ensure regular training on procurement procedures for all relevant DRC staff, and ensure that everyone is aware and use the procurement and logistics guidelines.
• Review the existing procurement policies, develop and maintain effective operating systems, procedures and guidelines.
• Conduct regular market surveys of goods and services; establish and maintain a well-defined supplier database with the goal of establishing standard framework contracts with main dealers and qualified and committed suppliers.
• Lead the development of an annual procurement plan that is realistic with project managers.
• Support local NGOs partners in their overall supply chain management to strengthen their systems.

Procurement and Logistics

• Coordinate and manage the overall procurement and logistics functions of DRC in Addis Ababa.
• Ensure conformity to procedures and timely delivery of goods and services.
• Ensure all procurement processes comply with DRC’s policies and procedures.
• Ensure accountability to DRC and beneficiaries through implementation of regular reporting and systematic filing of procurement documents.
• Oversee the implementation and monitoring of procurement processes in DRC and organize and lead tender processes, assemble the procurement committee meetings as required, draft contracts and ensures all documents are made available to management review and decision.
• Facilitate customs clearance of duty-free import of project inputs and permits for asset disposal and project close out with relevant ministry offices.
• Ensure that DRC component procurement plans are updated and closely tracked to ensure requirements are met on time, on budget and to the right quality/specification.
• Work with the DRC Ethiopia Country Office team to set up framework agreements (FWA) with reliable suppliers as well as developing approved supplier’s database for non FWA purchases.

Technical/Operational Support

• Provide support and work closely with the DRC budget holder in developing procurement plans and advising on logistical needs for the project.
• Assist the DRC project managers in planning of procurement and ensure that all required documents are forwarded by the budget holder including clear specifications, project, budget lines and appropriate authorization.
• Ensure that all communications and safety equipment are in good working conditions in all sites at all times.
• Undertake swift check on fixed asset control and ensure all fixed asset are recorded and reports are submitted regularly.

Reporting and documentation

• Ensure that all procurement and logistics reports from the DRC team are prepared, compiled and submitted on a monthly basis.
• Prepare monthly ‘Procurement KPI’ detailing all procurement trackers and other relevant information.
• Ensure DRC asset reports are completed and submitted on time.

Staff Management

• Directly line manage and supervise procurement and logistics staff in DRC and ensuring that they have clear job descriptions, work plans and objectives.
• Organize training and capacity building on fleet management, warehousing, procurement to all relevant staff and enable them fulfil their duties and responsibilities.
• Carry out all performance management activities including: performance planning, monitoring, and annual performance appraisals.

All DRC roles require the post-holder to master

DRC’s 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 our vision and values.

Experience and technical competencies: (include years of experience)

• 5 years proven and relevant work experience in supply chain processes, preferably within the humanitarian and/or development sectors and in ideally at least 5 years is in a senior position.
• Demonstrated leadership ability to inspire and empower others.
• Integrated knowledge and understanding of practices, systems, procedures.
• Strong interpersonal and communication skills and the ability to work under pressure.
• Excellent skills in the use of computers (MS Word, Excel, Power Point)
• Experience working with ERP systems plus.

EDUCATION: (include certificates, licenses, etc.)

• Minimum BA degree in supplies chain management or other logistics fields.
• Certification in logistics/Supply chain would be a plus.

LANGUAGE: (indicate fluency level)

• Excellent verbal and written proficiency in English.