Ended Country 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 our efforts are based on our value compass: humanity, respect, independence and neutrality, participation, and honesty and transparency.
The Danish Refugee Council (DRC) has delivered humanitarian relief and development programming in Yemen since 2008. DRC focuses on supporting refugees, migrants, and people displaced by conflict and natural disasters, working especially in areas with access challenges. DRC engages in protection, emergency, WASH, and mine risk education programming among other sectors, and has offices in Sana'a, Aden, Amman and other sub-offices as well in several other locations throughout Yemen.
In response to the critical and constantly evolving humanitarian situation in Yemen, DRC is seeking a qualified and experienced Supply Chain Manager to implement efficient and effective Procurement and Logistics departmental operational procedures. Ensuring capacity and responsiveness to Emergency procurements, storage, handling and distributions in coordination with other international and local humanitarian organisations.
About the job
The Country Supply Chain Manager - is responsible for leading, coordinating and overseeing DRC logistics and procurement functions across Yemen based mainly at the Country Office in Sana’a but with travel to other DRC offices. Your main duties and responsibilities will be:
Planning and Operation
- Implement sustainable and robust procurement and logistics systems for the efficient and effective delivery in areas of operations following DRC's Operational Handbook and using DRC Enterprise Resource Planning (ERP) computer system. ‘DRC Dynamics’
- Support Project Managers in developing grant-specific procurement plans and ensure all the requirements are consolidated for efficient cost-effective procurement processes.
- Ensure efficient and timely ordering of all items procured to ensure goods and services are available in the area of operation when needed, including transportation and storage facilities up to and including the delivery to point of distribution.
- Ensure compliance with donor requirements, rules and regulations relating to DRC Operational Hand Book, local procurement regulations and anti-corruption measures
- Liaise with the Head of Support Services (HOSS) and other members of the Senior Management Team (SMT) and Area Managers (AM) in areas of operations on all logistical operational functions and issues to ensure well organised rapid delivery of requirements.
- Actively participate and contribute as the DRC representative at Logistics Cluster Meetings in area of operation
- Ensure that all Vendors and Service Providers are fully vetted, conform with the DRC Supplier Code of Conduct and are listed on ERP-DRC Dynamics
- Ensure that all contracts are properly managed, renewal dates planned, and payments are processed correctly and in a timely manner
- Ensure that all Donor and DRC Assets are correctly identified, physically labelled, entered, managed and traced on ERP-DRC Dynamics
- Ensure that all DRC Warehouses in Yemen are managed as per DRC Operations Handbook in an effective and efficient manner. All Stock is entered, listed and managed on ERP-DRC Dynamics to ensure up-to-date digital stocks records. Ensure that all dead-stock is dealt with promptly and addressed with the relevant Project Managers (PM’s)
- Ensure that all fleet management operations are in line with DRC Operations Handbooks including regular reporting requirements, on a monthly basis.
- Provide support and inputs for new project proposals and budgets as and when requested
- Build procurement and logistics capacity within Supply Chain Team -Yemen by developing appropriate training plans, ongoing on the job support and onboarding of new staff, including familiarisation training for ERP-DRC Dynamics.
- Ensure that all relevant non-supply chain staff Project Managers (PM’s) and Finance staff in particular are trained on Supply Chain procedures and ERP-DRC Dynamics.
- Ensure that all Supply Chain team members in the area of operation adhere to DRC's security, financial and human resources policies and procedure
Organisation, administration and personnel management
- Overall responsibility for the management of the Supply Chain team in Yemen, including oversight of Emergency Response – procurement, storage, transport and 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 Yemen are aware of the correct procedures to ‘whistle-blow’ on corruptive or inappropriate behaviours and/or any other breaches of the DRC Code of Conduct
- Ensure that all suspicions and allegations of corruption are reported to the Country Director immediately,
- In consultation with the Human Resource Department, ensure that a training and professional development plan is developed, and that Annual Reviews are conducted correctly in a timely manner.
- Responsible to ensure that all Supply Chain activities are conducted in accordance with the DRC's Operations Handbook, Donor Regulations and Local Tendering Law
- Responsible to ensure that recommendations for improvements related to the Supply Chain activities (e.g. from Audits, Compliance Self Check and Results Contract etc.) are acknowledged and implemented in a timely manner
- Responsible to ensure that all allegations of breaches of the Code of Conduct by staff by members of the Supply Chain Team – Yemen are reported and with the support of the Country Director and Security Focal Point, investigated and concluded swiftly.
Key Performance Indictors
- All Master Data (Vendor, Item and Assets) are entered, up to date and properly managed on ERP-DRC Dynamics. Regular reporting is conducted and shared with the SMT.
- Periodic field visits are conducted to ensure quality, capacity and compliance at all DRC Office and Sub-Office locations and reports of finding, remedial actions are shared with the SMT
- All approvals on procurement and logistics documents are correct as per the IDRA and Signature Verification Forms
- Regular meetings with Supply Chain Team to be held to review activities and include a Lessons Learnt Exercise to discuss any prevalent or recurring issues with supply chain activities.
- All consumable, regular purchased items and/or items identified in the Procurement Plan will have a Purchase Agreement (PA) in place.
- All Minimum Operating Procedures from the Operations Handbook relating to Procurements, Warehousing, Fleet Management and Assets are adhered to
- Develop Quarterly Reports against Country Results Contract and other quality /compliance processes.
- All data inputs in ERP-DRC Dynamics are accurate, complete and relevant reports run for performance analysis and business intelligence (e.g. % assets inventory updated and reported, frequency of physical stock verification, duration, number and value of Procurements)
- 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 procurement & logistics / supply chain experience gained in developing countries. Preferably in a Humanitarian emergency response context. Moreover, we also expect the following:
- Bachelor's degree in relevant field or similar that includes Management training.
- 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 converse, negotiate and get along with a wide range of people (internally and externally)
- Ability to adapt to the complex and stressful working conditions of the area of operations and maintain a high work output.
- Cultural and gender sensitivity, adaptability and willingness to travel around Yemen.
- 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 written and spoken English essential.
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
Level: Grade 1
Designation of Duty Station: Sana’a with frequent travel to the field offices
Start date: 01.01.19
Salary and conditions will be in accordance with Danish Refugee Council's Terms of Employment for Nationals; please refer to drc.ngo under Vacancies.
Qualified candidates are invited to apply no later than 22 October 2020, through the below application link: