Supply Chain Assistant

About DRC   
The Danish Refugee Council (DRC) is a humanitarian, non-governmental and non-profit organization, founded in 1956, that works in more than 35 countries around the world. DRC is one of the largest protection actors in Kenya, actively coordinating and advocating for improving the protective environment for refugees and host communities.  DRC implements Protection monitoring, Child Protection and GBV prevention and response programmes in its areas of operation to address protection issues faced by displaced and non-displaced at-risk groups and individuals. The programme also aims to identify and build synergies with DRC´s Economic Recovery sector to facilitate durable solutions and Humanitarian Disarmament & Peace Building activities to enhance to respond to the needs of communities affected by acute crisis as well as those in protracted displacement situations.

Overall purpose of the role:  
The Supply Chain Assistant's role, will participate in and oversee the receipt, storage, requisitions and disbursement of supplies and materials from the warehouse in the DRC Dadaab Field Office. 

Duties & Responsibilities:
Stock management:

• Manage and document the receipt, handling, storage, release and reporting of goods through the DRC warehouse(s) by ensuring all materials leaving the warehouse are based on approved stock release.
• Ensuring that the filing system for stores is well maintained. Provide weekly and monthly stock reports (issues, receipts and balances, but also maintenance of the warehouse).
• Inspect materials delivered to the warehouse at the reception of the items.
• Stock materials according to the prescribed inventory system approved by DRC.
• Ensure stock management and administration systems are implemented. Monitor projects stock levels and advise on appropriate stocking and replenishment to meet project demands.
• Ensure disposal of expired items.
• Ensure all store records are accurate and up to date.
• Conduct  monthly checks/stock taking for all stocks held in the warehouse.
• Advise the Supply Chain Officer of warehouse specific issues or improvements. Report immediately any discrepancies related to stock management.
• Implement and ensure clear safety procedures for staff and casuals working in the warehouse.
• Ensure that DRC warehouses are managed according to DRC warehouse standards and records are kept for audit. 

Procurement support:

• Assist Program Support Coordinator to handle procurement activities to hasten acquisition of program supplies as per procurement plan and document it. 
• Coordinate purchasing activities by exploring the most efficient and cost effective means of commodity sourcing, and timely delivery to the required destinations
• Prepare invitation for bidders and attend procurement meetings.
• Ensure the maintenance of a supplier database and develop robust local supplier relationships.
• Develop a list of approved supplies with framework agreements to ensure quality of goods and services are provided in a timely manner.
• Develop frame work agreements with suppliers at Field Level.
• Carry out in a timely manner the actual procurement for the Dadaab Office
• Prepare tender invitation documents, receive and opening of tender documents, participate in evaluation of bids and make sure the bids evaluation report, technical evaluation, minutes of committees in awarding of suppliers contain all the facts and information required to justify the recommendations made in the report.
• Prepare contract and amendments of contracts when needed.
• Assist internal departments prepare and update Procurement Plans.

Assets Management:

• Ensure that an updated assets inventory sheet is maintained on monthly basis sharing it with the Programme Support Coordinator and that all items are tagged in accordance of DRC’s guidelines.
• Ensure that all DRC assets and equipment are well maintained and report defects.
• Ensure that the movement of DRC assets is tracked and the necessary documentation is done when an asset changes its status.  
• Ensure that an up to date filing system for all assets maintained.
• Provide monthly asset reports and share with the Supply Chain Officer and Area Manager 
• Contribute to any reports as requested by the senior management team.

Qualification and Experience:  

• University degree (Logistics, Business Administration, or Economics will be preferred)
• Minimum 3 years of work experience in supply chain management – logistics, procurement, warehousing, inventory management, asset management. At least 2 years of the work experience should have been in NGO/INGO environment ,
• Be Member of professional body either KISM or CIPS in good standing;
• Understanding of the local market, local legislation related to contracts.
• Understanding of the Supply Chain (procurement, assets, and warehouse) rules and regulations of major international donors.
• Very good skills MS Word, Excel, Outlook, PowerPoint
• Training in Enterprise Resource planning (ERP) systems
• Very good interpersonal and team skills.
• Commitment to humanitarian principles and values.
• Commitment to and understanding of DRC’s aims, values, and principles.
• Very good English language.
• Working knowledge of written and spoken. English /Swahili 

Language: 

• English – excellent written and verbal skills
• Swahili – excellent verbal skills

Key stakeholders:
Internal

• Support team, Programme Management Unit, implementing field teams, Area SMT, Country Office SMT

External 

• Suppliers/Vendors, contractors and other service providers,
• Other NGOs/ INGOs, Implementing partners
• Other  funding partners/donors 

About you:  
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: You act in line with our vision and values.   

Conditions  

• Contract: One-year contract with possibility of extension, subject to funding and performance. Salary and other conditions are offered in accordance with DRC’s Terms of Employment. 
• Availability: January, 2025
• Duty station: Dadaab Refugee camp, Garissa

Application and CV:  
Only motivated applications that address the stipulated duties and meet the required qualifications, sent together with a CV, will be considered.  
DRC only accepts applications sent via our online-application form on www.drc.ngo under Vacancies. Please remember to upload both a letter of application and your CV and do not attach any written recommendations.  
Please submit your application and CV in English no later than 11th December, 2024

Gender Equality: DRC is committed to achieving gender parity in staffing at all levels.  In light of this, Female candidates and those from minority groups are strongly encouraged to apply.

Equal Opportunities: DRC is an equal opportunity employer.  We value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees.  We do not discriminate on the basis of age, sex, disability status, religion, ethnic origin, color, race, marital status or other protected characteristics.  
DRC’s capacity to ensure the protection of and assistance to refugees, IDP’s and other persons of concern depends on the ability of our staff to uphold and promote the highest standards of ethical and professional conduct in relation DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment. DRC conducts thorough and comprehensive background checks as part of the recruitment process. Visit drc.ngo to read more about what we do to secure robust safeguarding mechanisms. 
If you have questions or are facing problems with the online application process, please visit drc.ngo/jobsupport