Job Title: Supply Chain Team Leader (Procurement)

Jobs at:

Danish Refugee Council

Deadline of this Job:
Friday, July 12, 2024 

Duty Station:
Within Tanzania , Kibondo, and East Africa

Summary

JOB DETAILS:
overall purpose of the role is:
Responsible for the effective implementation of procurement systems and functions within the country office, with a focus on compliance to the Operations Handbook. This role has a country focus and ensures 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 SCM while overseeing country procurement activities.

Main Responsibilities:
Procurement
• Conduct P2P for national and international procurement with strict adherence to the segregation of duties.
• Cover as a supply chain officer when staffs are on leave or overshadowed by the work load.
• Receive, analyse and combine procurement plans for most Programmatic and support-related needs in collaboration with DRC programmes.
• Support programme staff in supply planning and forecasting.
• Follow-up and monitor implementation of procurement plans for all grants on a quarterly basis
• Analyse and consolidate procurement needs for all locations in order to reduce redundancy of similar purchases.
• Establish framework agreements for routine supplies.
• Provide full support in ITB management (TOC report, technical analysis and contract award)
• Organise procurement trainings for non-logistics staff and small-scale refresher training for procurement staff.
• Review Purchase Requisitions, quotations, bids, purchase orders, and ITB and ensure appropriate support documentation following DRC procedures and guidelines before submission for signatory approval. Review ITB (Restricted, National and International) documentation before advertising or inviting suppliers.
• Follow up on case officers assigned PRs and ensure the PRs are processed as per the Procurement Process Timeline
• Ensure that all quotations and bids from vendors are received only through the designated email address.
• Review procurement files using the procurement checklist before submitting them for further approvals and payment.
• Maintain list of vendors that specialise in providing specific goods and develop preferred vendor agreements as needed.
• Ensure that all suppliers in Tanzania are identified and the vendor database for local purchases with costs is developed and updated regularly.
• Ensure accurate electronic filing systems, including documentation and records of actions, for audit purposes.
• Organise procurement filing system and produce weekly procurement tracking sheets to prioritise needs.
• Ensure implementation of CAST/audit recommendations relating to procurement.
• Compile monthly reports received from field offices to provide country procurement reports to relevant managers
• Conduct meetings as needed and report progress and challenges for procurement regularly to Supply chain Manager
• Working closely with warehousing unit, alerting them to the delivery plans and sharing copies of Purchase Orders for them to verify incoming supplies and make necessary arrangement.
• Participate in the monthly Budget Follow-Up meetings and provide procurement updates on all committed cost.
• Ensure the effective and efficient use of all DRC resources to keep costs low while ensuring quality and standards
• Shares weekly PR/PO/PA tracker and flags any challenge to SCM’s attention.

DRC Dynamics ERP System
• Ensure proper application of ERP supply chain processes in the Country programme
• Apply reports and data analytics from ERP supply chain system to improve supply chain performance

Management and People
• Accountable for the management of direct reports. This includes objective setting, probation, performance appraisal, development of staff, managing performance, including poor performance, etc.
• Lead and manage the procurement team (including people planning, performance, well-being and development)
• Accountable for making significant decisions on what the unit does—its purpose, functions and role—and for making commitments and decisions that require the expenditure of significant unit resources.
• Accountable for making sound decisions based on DRC policies, SOPs, standards, and the advice of technical experts in DRC
• Plan and organise regular logistics training with relevant participants (logistics, programmes, Human Resources and finance) to ensure agreed-upon and uniform systems are implemented.

Experience and technical competencies: (include years of experience)
• Minimum 5 years of experience in humanitarian logistics and procurement management within the field of supply chain management, fleet management, inventory management, and asset management.
• Experience working with donor procurement guidelines (UN Agencies, DANIDA, FCDO, USAID, ECHO, etc.)
• Knowledge and experience of dealing with service providers and contractors’ management
• Excellent computer skills in MS Word & Excel, as well as experience working with an ERP system
• High integrity and transparency in procurement procedures.
• Self-initiative and being able to follow through on tasks from inception to completion.
• Advanced skills and experience in using Dynamics ERP system.
• Strong data skills in Excel and database processing.
• Ability to deliver results on work objectives
• People supervision skills and Team orientation.
• Strong skills in communication and feedback sharing.
• Experience with standard procurement procedures and documentation.
• Experience with construction and site project management is desired
• Experience working in an NGO
• Full professional proficiency in English

Education:
• Bachelor’s degree in Logistics and supply Supply Chain Management.
• Professional qualifications in procurement is an added advantage.
• Certifications in Humanitarian Logistics is an added advantage
• Master’s Degree is an added advantage

Languages:
• English (Fluent, written and spoken)
• Kiswahili (Fluent, written and spoken)

Work Hours: 8

Experience in Months: 60

Level of Education: Bachelor Degree

Job application procedure

If you are interested and qualified , click here to apply