Supply Chain Manager
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 fulfilment 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.
This Position is based in Mosul wuth frequent travel within operations under Mosul Area Office.
About the job
The Supply Chain Manager - Mosul is responsible for leading, coordinating and overseeing DRC logistics and procurement functions for Mosul Area Office. Your main duties and responsibilities will be:
Planning and Operation
· Implement sustainable and robust procurement and logistics systems for the efficient and effective delivery of operations in the area of operations following DRC’s Operational Handbook
· Ensure the timely implementation of recommendations and improvements indicated by the Supply Chain Manager – Country Office or as requested by the Support Services Manager - Mosul.
· Develop grant-specific procurement plans in collaboration with the Program Managers
· Ensure efficient and timely ordering of all items procured to ensure timely access to necessary goods and services for the area of operation, including through delivery to point of distribution as necessary, by having an up-to date Procurement tracker
· Ensure compliance with donor requirements, rules and regulations relating to the Supply Chain, particularly in relation to local procurement and anti-corruption measures
· Liaise with the Support Services Manager and other managers in the area of operations on all logistics issues to ensure that all bottlenecks to delivery are overcome
· Represent DRC at Logistics Cluster Meetings in area of operation
· Ensure that all suppliers and service providers conform with the DRC Supplier Code of Conduct
· Ensure that all contract payments are processed in a timely manner
· Ensure that the asset register and inventory items for the Area of Operation are up-to-date at all times
· Ensure that the warehouses in the area of operations are operated in an effective and efficient manner, with timely disbursement of materials as requested and up-to-date stocks records. Ensure that dead-stock is promptly addressed with the relevant program managers
· Ensure that the fleet management requirements are actioned on a monthly basis
· Provide input for project proposals and budgets as requested
· Forecast Area of operation’s Procurement and Logistics budget lines, ensure costs are allocated correctly and any requests for changes are made timely
· Ensure that all costs are optimized and communicated effectively to Area management team, including suggestions for changes
· Build procurement and logistics capacity within the Logistics Team in area of operations
· Ensure that all relevant non-supply chain staff (particularly especially projects and finance staff) are trained on procurement and logistics procedures
· Ensure that all new staff in area of operations have received a comprehensive logistics and logistics induction on arrival
· Ensure that all Supply Chain team members in the area of operation adhere to DRC’s security, financial and human resources policies and procedures
Organization, administration and personnel management
· Overall responsibility for the management of the Supply Chain team in area of operation, including oversight in distribution activities
· Oversee the observance of the DRC Code of Conduct within the Supply Chain department, ensure that staff in the department fully understand what corruption is and are trained at least once a year on the detail of the Code of Conduct and anti-corruption measures
· Ensure that all Supply Chain department staff in the specific Area of operation are aware of the procedures to whistle-blow for corruption and other breaches of the Code of Conduct
· Ensure that all suspicions and allegations of corruption are reported to the Mosul Support Services Manager immediately, unless the Support Services Manager is alleged to be involved, in which case suspicions and allegations should be reported to the Area Manager.
· In consultation with the Human Resource Department, ensure that a training and professional development plan is developed for all Supply Chain staff in the Area of Operation
· Responsible to ensure that all Supply Chain activities are conducted in accordance with the DRC’s Operations Handbook
· Responsible to ensure that recommendations for improvements related to the Supply Chain Components(e.g. from audits) are implemented in a timely manner
· Responsible to ensure that all allegations of breaches of the Code of Conduct by staff in the Mosul Supply Chain team are reported and with the support of the Area Manager and Security Focal Point, investigated and concluded swiftly.
Key Performance Indictors
· All Area reporting trackers (Assets & stocks, fleet, Procurement, contracts)are updated and sent to the Country on a monthly basis
· Periodic field visits are conducted and reports are shared with the Country Office
· Grant-specific procurement trackers are developed during Grants’ kick off meetings and close out meeting - minutes shared with Country Office
· All approvals on procurement and logistics documents are as per IDRA
· Lessons Learnt Exercise at a designated day of the month to discuss the recurring issues and solutions in procurement
· All consumable items have a FWA in place
· All Minimum Operating Procedures from the Operations handbook are adhered to
· Supporting Country Supply Chain Manager in developing Quarterly Reports against Country Results Contract
· % Purchase Requests processed on time (as per standard lead times issued by Country Office)
· % assets inventory updated and reported
· Asset Management system is in place and functional/Up-to-date
· Frequency of physical stock verification
· All vehicle contracts are up to date
· All Requests for Payments are verified
· Mandatory attendance in Logistics Cluster meetings
· Procurement and Logistics induction to new staff within two weeks of arrival
To be successful in this role we expect you to have a minimum of 5 years of logistics and supply chain experience gained in developing countries. Moreover, we also expect the following:
· Management experience in a highly operational NGO, including field operations experience
· Excellent communication skills – verbal and in writing
· Excellent inter-personal skills and proven ability to negotiate with a wide range of people (internally and externally)
· Ability to adapt to the complex and stressful working conditions of the area of operations
· Cultural and gender sensitivity, adaptability, willingness to travel.
· High-level knowledge and practice with Word, Excel, Outlook, etc.
· Ability/willingness to work with extremely tight deadlines and multiple tasks.
· Willingness to follow security policies and procedures.
· Fluency in English required
Desirable · Bachelor’s degree in relevant field or extensive experience can substitute qualification.
.Work experience in the Middle East Region
· Fluency in Arabic/ Kurdish desirable but not mandatory
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.
Contract length: 12 Months
Designation of Duty Station: Non-family Duty Station
Start date: As soon as possible
Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for Expatriates/ Nationals; please refer to drc.ngo under Vacancies.
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: 12 June 2018
Before applying, please ensure you have a valid passport for the next 6 months.
If you have questions or are facing problems with the online application process, please visit drc.ngo/jobsupport.
For further information about the Danish Refugee Council, please consult our website drc.ngo.
Due to the Urgency to fill this position, applications will be reviewed on a rolling basis and DRC reserves the right to conduct the interviews before the deadline.