Procurement Team Leader

GENERAL BACKGROUND

Danish Refugee Council, one of the world’s leading humanitarian NGOs, is currently looking for a qualified and motivated Procurement Team Leader who will fulfil daily accounting tasks and assist in coordinating procurment functions and services in DRC BiH.

About the organisation

Danish Refugee Council (DRC) has been working in Bosnia and Herzegovina since 1992 and closed its office in the country at the end of January 2010. In July 2018, DRC re-opened its mission responding to increasing and priority needs of Person of Concern (PoCs) in close cooperation with the BiH Authorities. More specifically, DRC BiH focuses on improving the access to primary and secondary health care, including psychosocial and mental health services to PoCs, as well as on enhancing the overall protective environment for PoCs, with particular focus on case management in SGBV and timely outreach response to the rights violations at the borders. DRC has its main office in Sarajevo and the activities implemented in Una-Sana, Herzegovina- Neretva, Sarajevo Canton, Tuzla Canton and Republika Srpska.

Position: Procurement Team Leader

Project implementation period: June 2020 – 31 December 2020

Duty Station:  Sarajevo

Period of engagement: 3 months

Basic functions: The Procurement Team Leader is responsible to ensure compliance to DRC procedures and guidelines within the country. The role contributes to the development of country strategies, which are translated into action plans and day-to-day tasks. The role provides support and/or technical guidance to country operations while overseeing country activities.  

Reference:  Procurement Team Leader refers to the Head of Support Services, and works in close cooperation with Programme Managers, Project Coordinators, Procurement Officer and Procurement Assistant.

Specific duties and responsibilities:

Management:

• Direct management of administrative and procurement personnel, indirect management of officers in field offices, and monitoring of the conduct of other staff in relation to the rules and policies of DRC;
• Ensure effective planning and quality implementation of the sector/support activities;
• Ensure daily monitoring of area;
• Asses the daily quality;
• Provide technical support and inputs;
• Reporting

Support and Administration:

• Maintain standard DRC supply chain policies and procedures and ensure that procurement (from a single quote to Request for Quotation threshold) is conducted in a fair and transparent manner, is fully documented and is in full compliance with DRC policies and any relevant donor policies;
• Effective and efficient support to programs’ needs;
• Develop and maintain relevant data base; 
• Maintaining the assets list; 
• Weekly and monthly status reports;
• Warehouse management, including reporting and alert mechanism to program staff; 
• Assist in recruitment, training and capacity building of the logistics team;
• Coordination of programme staff to ensure logistics involvement in the whole programme cycle;
• Procurement of all goods and services;
• Establish and follow up annual procurement plans;
• Track all orders, purchases and deliveries;
• Oversight of all purchase and service contract to ensure DRC's interests are protected;
• Support Logistics Officer with Vehicle fleet management;
• Optimize all logistics operations to increase cost effectiveness including setting up longer term supply contracts;
• Fixed asset management;
• Ensure DRC supplier due diligence is effective in the relevant context;
• Ensure proper operation of DRC Dynamics ERP supply chain system by staff under supervision;
• Apply report and data analytics to improve supply chain operation in area of concern;
• Ensuring honest, timely and quality delivery of administrative and supply chain operations and services at all levels of the organization’s hierarchy, through firm internal controls and reporting, solid coordination between projects and personnel and internal audits.

Audit & Compliance:

• Assist Head of Support Services in developing post audit improvement plan and implement the same;
• Audit focal person for internal and external audits;
• Train procurement staff over DRC policies and procedures, donor compliance rules and monitor compliance accordingly.

Personal Leadership:

• Consistently demonstrate flexibility, resilience and ability to maintain positive relationships and composure, even under difficult circumstances;
• Maintain high ethical standards and treat people with respect and dignity;
• Demonstrate an awareness of his/her own strengths and development needs.

Team Management:

• Create a sustainable work environment of mutual respect that attracts motivated, skilled and effective team members and enables them individually and collectively to strive to achieve excellence;
• Periodically organize or coordinate specific workshops/trainings for program team as well as Operations Support Team on supply chain matters from any donor source;
• Develop work plan for procurement team in field offices and share with Head of Support Services for approval.
• Review and revise Job descriptions of procurement team and perform performance reviews.

 DRC Dynamics ERP System

• Ensure that supply chain processes under supervision are handled properly via DRC Dynamics;
• Ensure ERP supply chain functionalities are properly used by concerned staff and team has proper knowledge and access to information to use DRC Dynamics;
• Apply reports and data analytics from ERP system to improve performance in area of concern;
• Focal person for area supply chain teams related to support to heavy users for supply chain module;
• Be in touch with HQ supply chain counterparts in order to follow up the ERP updates and requirements:

Additional Tasks

• On request perform any other additional duties assigned by the supervisor(s) in order to allow the organization to function optimally.
• This job description is not a definitive task list but has been done to clarify the responsibilities of the employee.

Qualifications & experience required 

• University degree in a relevant field (Economics, Business Administration, etc.)
• Demonstrable strategic Supply chain experience.

Work Experience 

• Minimum 3 years of management experience at a mid to senior level, preferably with experience in the field of humanitarian response and refugee protection working for an international NGO, UN agency, relevant ministry, or local authority;
• Experience of international assignment in related field will be highly advantageous;
• Good working knowledge and experience with relevant donors (e.g. ECHO, SDC, UNHCR, UNICEF)
• Advanced proficiency in MS Office;
• Experience of working with ERP software specially Dynamics will be distinctive advantage.

Key Competencies

• Excellent interpersonal and problem-solving skills, diplomacy skills, flexibility and pro-activeness
• Strong planning and time management skills;
• Strong written and oral communication skills, effective in representation and liaison with external parties;
• Above average computer literacy (incl. Excel);
• Highly collaborative and able to establish positive working relationships with senior level management and all other stakeholders to maximize cooperation and productivity;
• Fluency in English and Bosnian/Serbian/Croatian;
• Valid driving license, high level of professionalism evidence by clear driver’s record

In this position, you are expected to demonstrate DRC’ 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 DRC’s vision and values.