Job title: Supply Chain Officer-Procurement
Employment category: C,7
Reporting to: Area/Base Manager
Overall purpose of the role:
The Supply Chain Officer
(Procurement) main objective is to provide efficient and effective Procurement
and Logistics implementation and smooth running of departmental operations
according to DRC’s internal and donor procedures, as per the Operations
Handbook. He/She will be responsible for procurement of tools, construction
materials, goods and services and coordination of logistical operations under
the NURI Rural Infrastructure and Water Resource Management Interventions.
- Lead coordination between the
logistics team and program managers to facilitate effective, efficient, and
timely implementation of DRC logistics procedures according to DRC’s Operations
Handbook on Warehouse, Assets & Inventory, and Fleet Management chapters.
- Ensure Program Managers and other
key program staff are informed of areas of logistics responsibilities and where
cooperation from other departments is required.
- Produce logistics reports on a
weekly and monthly basis such as warehouse stock report, fleet utilization
report, and asset lists according to DRC’s internal templates and procedures –
ensure that correct templates are being used and filled out in their entirety,
flagging issues and gaps in documentation to the Area Manager or Country Supply
Chain Manager as required.
- Conduct spot checks of warehouse,
fleet, and asset management to ensure implementation and documentation is up to
date and produce review reports on areas where improvement is needed.
- Develop workplans with Logistics
staff as necessary to increase compliance and understanding of DRC procedures.
- Report all anomalies on
documentation to the Area Manager and Country Supply Chain Manager immediately.
- Enforce DRC’s Code of Conduct,
support the Area Manager with any reporting on issues related to corruption,
collusion, and fraud.
- Establish a rigorous,
accountable, and transparent procurement system, compliant with the DRC
Operations Handbook chapter on Procurement Management, local law, and donor
- Advocate with all program teams
in the field for procurement planning, in line with DRC Operations Handbook and
Area Performance Indicators (APIs), this includes leading the process of
procurement planning and convening regular meetings with Program colleagues to
provide feedback on planned purchases, committing to realistic timelines for
delivery and implementation.
- Supervise all procurement
processes and implement/reinforce a tracking system for all local and central
procurement on behalf of program teams.
- Responsible for ensuring a weekly
Procurement Tracking Table (PRTT) is updated and accurate, circulated on a
weekly basis to Kampala and all Area Program, Finance, and Supply Chain
- Ensure suppliers are vetted
according to DRC policies and an updated supplier database exists with comments
on performance and contract tracking.
- Ensure proper accounting, reporting,
internal controls and maintenance/filing of records.
- Enforce a zero-tolerance policy
regarding corruption and contribute to ensuring complaints are recorded and
investigated appropriately, in line with the DRC Code of Conduct and
- Coordinate with Country Supply
Chain Manager to ensure that all issues are reported and solutions are realized
as the issues arise.
Facilities, Warehouses and Asset Management
- Ensure all assets have
service/maintenance records and where necessary that assets are disposed of
according to DRC guidelines and local laws.
- Provide training and management
to Logistics Assistant with regards to asset management and tracking and ensure
implementation of tracking system is in place at each location.
- Ensure all DRC assets are
registered, tracked, and maintained in line with DRC asset management policies.
- Ensure the implementation of
regular asset verification at least on a bi-annual basis.
- Ensure the inclusion of donor
requirements in asset registers to facilitate correct asset transfer/disposal
during project liquidation.
- Implement monitoring and
evaluation of stock management systems, including implementation of stock cards
and bin cards, as well as regular tracking of receipt and dispatch of items.
- Ensure Program staff are informed
of roles and responsibilities of logistics staff, including making
recommendations to the Area Manager regarding approved signatories on standard
documentation (waybills, Release Orders, Goods Received Notes, etc.) as per the
DRC Operations Handbook.
- Ensure appropriate fleet
management, in line with DRC guidelines, through the use and verification of
log books, fuel consumption registers and regular servicing and maintenance.
- Analyze the DRC vehicle usage to
maximise efficiency and ensure timely program implementation.
- Inspect all DRC vehicles for
registration and appropriate licencing documents.
- Track all fleet and produce a
consolidated asset utilization report on a monthly basis for review.
- Make recommendations to Area
Manager and Country Supply Chain Manager regarding improvements to fleet
utilization, vehicle maintenance, and disposal on at least a monthly basis.
- Ensure Weekly Movement Plans are
implemented and all KISS movements are coordinated to other Area / Field /
Country Offices are done in accordance with the DRC Fleet Utilization Policy.
- Produce workplans for logistics
and procurement staff and train staff on regular updates of work planning and
reporting against SMART objectives.
- Based on Grant Opening meetings
and requirements for the Supply Chain departments, make recommendations on
staffing to the Area Manager and support with recruitment as required and
- Ensure compliance with donor
requirements regarding procurement, inventory, and asset management.
- Train staff on compliance with
internal reporting requirements and required contributions to donor and other
- Support program teams’ and
managers’ with logistics and build program staff capacity.
Experience and technical competencies:
- With at least 5-years work
experience in relevant field INGO or other agencies experience in Supply Chain
- Proven ability in the
implementation of large-scale logistics and programs with large-scale
- 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
- Proven commitment to
- Proven ability to prioritize
tasks, meet deadlines, and work with limited supervision
- Knowledge of computers: word
processing, database management packages.
- Degree in Supply
- Over 5 years of post-graduate
related work experience.
- Experience working in
- Excellent Communication skills in
- Knowledge of Alur, Lugbara, Luo,
Madi and other local languages widely spoken in Northern Uganda is an
Interested candidates who meet
the required qualifications and experience are invited to submit updated CV and
cover letter explaining their motivation and why they are suited for the post.
We only accept applications sent
via our online-application form on http://www.drc.dk under Vacancies. Applications
close on 28th March 2019.
Gender Equality: DRC is committed to achieving gender parity in
staffing at all levels in light of this, women candidates are particularly
encouraged to apply to bridge the gender gap.
Equal Opportunity: DRC is an equal opportunity employer, we value
diversity and we are committed to creating an inclusive environment based on
mutual respect for all employees. We do not discriminate on the basis of age,
sex, disability status, religion, ethinic origin, colour, race, marital status
or other protected characteristics.