Overall purpose of the role:
The Supply Chain Officer main objective is to provide efficient and effective procurement implementation and smooth running of procurement, asset and inventory management operations according to DRC’s internal and donor procedures, as per the Operations Handbook prescribed Quality Standards.
Duties & Responsibilities: Responsibilities:
Procurement
Carries out procurement in compliance with DRC and relevant external rules/regulations in a timely manner with a value-for-money lens and with a high level of integrity; ensuring all procurements are thoroughly documented and properly archived and that items are received in good time and meet requestor specification
Execute purchase requisitions by sending request for quotations, receiving bids, analyzing and raising of purchase orders and/or preparing service contracts and follow up on deliveries of orders with suppliers
Ensure that the physical and electronic filing/archiving of all procurements is properly maintained.
Ensure close tracking of all service contracts issued by the country programme including office/compound lease agreements, security services contracts, Internet Service Providers, Vehicle & Asset Insurances
Manages all import/export issues; ensures lessons and feedback from procurements are documented and acted on.
Support in the analysis of market prices for establishment of the Kenya Program Price List
Support in ensuring documented adherence to procurement plans in assigned DRC KE locations in close liaison with relevant managers
Assist in reviewing payment documents, raising and processing payment requests of procurements for assigned locations
Take lead in sharing Procurement Status Report (PSR) for assigned locations referencing DRC Dynamics PowerBi and other related procurement reports
Asset & Inventory Management
Ensures DRC stores/warehouses and stock in assigned locations are managed according to DRC policies and items are disposed of as per DRC and donor rules/regulations.
Ensure that procured stocks are received, registered, and dispatched in an efficient and accountable manner.
Ensure that the filing system of records of all stock movements are documented for rigorous archiving when required for audit
Conduct physical stock checks periodically in assigned locations and liaise with responsible SC officer to investigates discrepancies.
Support the establishment/decommissioning of DRC warehouses; ensures adherence to warehouse safety standards including insurance.
Support in receiving in-transit supplies from vendors and raise relevant documents, check and count incoming stock and reconcile it with requisitions and purchase orders before dispatching to the relevant field offices
Responsible for accurate assets registration, tracking, tagging, and archiving of asset lists/registers and in DRC Dynamics
In collaboration with field based SCOs, ensure appropriate documentation of all assets in the field and report any damage.
Bi-annually, conduct a physical verification of all assets in the Assets Register to ensure that all asset inventory is tagged, recorded and reported to management in accordance with DRC’s guidelines.
Oversees repair/maintenance of office assets, equipment and machines as needed.
Any other duties as agreed with the HoSS
Experience and technical competencies:
At least 5 years of experience in humanitarian Logistics/Supply Chain management
Proven experience supporting the implementation of large-scale programs in INGOs.
High integrity, pro-active, stable, robust character and a good team-player
Highly motivated, results-oriented, and with well-developed problem-solving skills
Ability to cope with heavy workloads and to work under pressure to meet tight deadlines
Excellent communication skills
Excellent analytical and negotiation skills
Proven commitment to accountability practices
Proven ability to prioritize tasks, meet deadlines, and work with limited supervision
Experience working with ERP systems will be an added advantage
Education
Degree in Business Management/Administration/Supply Chain or Procurement management.
CIPS certification is considered an asset
Language:
Fluency in written and spoken English and Kiswahili
Key stakeholders:
Internal: Programmes units, HR department, Finance department, Regional Office & HQ
External:Suppliers, NGOs, Beneficiaries, Donors,
Expires – 19 Jul 2023
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