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Regional Supply Chain Coordinator
2 weeks ago
Founded in 1956, The Danish Refugee Council (DRC) is a humanitarian, non-governmental, non-profit organization providing direct assistance to conflict-affected populations - refugees, internally displaced people (IDPs) and host communities - in more than 40 countries around the world.
The EAGL Regional Office covers the following country operations: Burundi, Djibouti, DR Congo,
Ethiopia, Sudan, Kenya, Somalia, South Sudan, Tanzania and Uganda.
**Overall purpose of the role**:
The Regional Supply Chain Coordinator is part of EAGL RO and provides support to the field operations via help-desk services, training & advice, compliance control, and support, transactional procurement, support the technical assessment during recruitment of Supply Chain staff in the field, and derogation management.
The incumbent will enhance the capabilities of the Regional Supply Chain Office to build a Centre of Excellence for Supply Chain Management.
**Responsibilities**:
- Procurement Responsibilities_
- Perform operational procurement as requested in the RO and COs to ensure timely, cost-effective, value for money, quality and adequate delivery of commodities and services and to maintain continuous communication with requesters
- Support the procurement process in the French Speaking COs to ensure compliance with DRC and Donor regulations
- Liaising with the RSCM and Supply Chain managers in the Country Offices, support the procurement process to ensure compliance to DRC and Donor rules.
- To ensure all procurement procedures, practice, and documentation meet standards set in the DRC Operations Handbook, and in accordance with donor requirements, to bring transparency and accountability to the Supply chain processes.
- Responsible for the review of SC documentation from the French speaking countries in the EAGL region. Review high value documentation with support the RSCM
- Support program team members in the RO and SC Managers COs in the development of procurement plans.
- Ensure compliance with donor requirements, rules and regulations relating to SC, particularly in relation to local procurement and anti-corruption measures
- Provide Support in tender committee processes for large procurements in the French speaking countries as per the Country Supply Chain Work flow and review tenders before awarding of contracts.
- Compile monthly procurement status reports/tracker liaising with SC Managers in the LEs and share with the Regional Supply Chain Manager and SMT.
- Support the operation to Plan, Prepare, carry out the process of establishing Frame Work Agreements for all items as per DRC procurement guidelines.
- Flag bottlenecks and weaknesses in internal SC control to be addressed by management
- To liaise with DRC Finance teams regarding payments and documentation challenges.
- To ensure fair, transparent and professional dealings with all external suppliers and contractors in line with the DRC Operations Handbook
- To lead and coordinate regional procurement activities including annual process of establishing supplier lists and framework agreements, linking with colleagues in the Regional office and different programmes
- Assist in the preparation of standardized supplier prequalification documentation
- Establish and maintain Purchase Agreements for strategic commodities based on review and analytics of DRC Dynamics data.
- Participate in New projects kick off meetings when required
- Create vendor prospects and conduct prohibited parties search, due diligence for all new vendors and ensure they seek approvals to add new vendors from RHOSS and ensure Proper filing of all supplier’s registration documents including approvals.
- Complete the Regional Monthly APIs and share with RSCM by the 10th of the following month.
- Fleet/Transport Management responsibilities_
- Review and sign off vehicle log sheets on a weekly basis to monitor movement usage and fuel consumption.
- Oversee filing of all fleet documents on the RO i.e. drivers’ docs, maintenance records, fuel reconciliation, insurance docs, log sheets and log books and monthly fleet performance reports
- Ensure well-maintained and functional transport fleet for staff and material needs, including vehicle allocation in Somalia.
- Review monthly transport reports from COs and monitor fuel/Maintenance consumption/Performance and share monthly reports with the RSCM.
- Effectively convey fleet procurement and logistics procedures to staff and supervise their implementation.
- Support DRC’s global understanding and learning on logistics good practice through sharing and exchange of tools.
- Warehouse Management_
- Support effective warehouse management in accordance with the DRC Operations Handbook and/or donor requirements.
- Review and submit timely and accurate stock reports from the COs on a monthly basis
- Strengthen staff capacity and warehouse management processes.
- Liaising with the SCMs in the COs, ensure stock is properly recorded and kept and discrepanc
