Background
The Danish Refugee Council (DRC) and its sister organization DDG has been providing relief, humanitarian community safety, and early recovery/development services in the Horn of Africa since 1997. Using a protection of human rights framework, DRC has mainly focused on Somalis who are displaced by conflict and other natural disasters in the region. Programs include protection, food security and livelihoods, shelter and NFI distribution, water and sanitation and advocacy amongst others.
Danish Demining Group aims to recreate a safe environment where people can live without the threat of landmines, unexploded ordinances and small arms and light weapons. These goals can be effectively advanced through cooperation and joint action with other organization as well as with integration of operations and programs with its sister organization, the DRC.
The DRC - DDG Logistics Department is responsible for all Procurement and Logistical (P&L) functions in Somaliland and Somalia including managing procurement; fleet, warehousing, asset and ensuring all the procurements and logistics transactions are in compliance with DRC OHB chapter 16, 17 and 18 and follows the local government legislation while exciting P&L function. The DRC- DDG Logistics Department ensures compliance with country office policies, Federal Government & Local Government laws and procedures; in its role as a support to the Program Department, the Procurement and Logistics Department provides timely reports and assistance to the, Head of Support and Senior Management Team to ensure that resources are used efficiently and effectively
Key Duties and Responsibilities
The Head of Procurement and Logistics is responsible for Procurement & Logistics management ensuring timely support, rules and regulation and generally that staff understands Procurement and Logistics compliance guideline including Logistics Operations handbook. Provides Technical support to all the area offices in Somaliland, Puntland and South Central including sub-office.
a) Logistics:
- Working to support Area Logistics to ensure accurate tracking of logistics monitoring information such as stock levels, contracts and provide monthly updates to Head of Support Services and the head of field office/AM/DAM.
- Responsible for key Logistics performance indicators defined in quarterly reporting (API); conduct Refresher training of Logistics team on API reporting and ensuring continuous improvement of the overall Logistics system.
- Training Area Logistics in all aspect of fleet management and coordination; guiding in fuel reconciliation reporting, calculation and reporting of vehicle fuel consumption and monthly reporting.
- Asses needs, identify issues/gaps and priorities to respond to key operational issues while coordinating with the area management and Head of Support. Ensure that all processes related to DRC- DDG Organizational policies and Governmental requirements are adhered to.
- Assist the Head of Support and work with the Area Logistics to ensure that recommendation on Logistics audit report (CAST) is accomplished including Self Compliance action points.
- Work with the Head of Support services, the two Country Directors from DRC and DDG to review the Logistics Areas to identify efficiency savings and determine aspect of the program where gains in effectiveness can be achieved.
- Perform internal audits and review as required with direction from the head of Support to ensure compliance with DRC - DDG and donor requirements.
- Compile weekly procurement status, monthly logistics report for fleet, Procurement, Inventory Updates, Warehouse reports and upload onto the server providing access to regional Office and Headquarter accordingly.
b) Procurement:
- Train all the Logistics staff on the new procurement forms (according to Operations handbook 2015, chapter 16) and provide support to ensure that old procurement forms are replaced, as well as rolling out the new annexes rolled out by RO/HW time to time.
- Train and coordinate the P&L team on weekly procurement trackers, procurement tables. Compile the reports and save the report on the internet server for Regional, HQ access as well as reference purpose.
- Ensures awareness of the correct procurement threshold and that the teams in all areas adhere to the procurement threshold issued by HOAY.
- Compile Country Procurement requests to encourage bulk procurement and ensure procurement activities are in all the areas are executed as per the plan.
- Liaise with the program team to ensure timely processing of procurement requests and delivery of the same to the required destinations following the laid down procedures and donor regulations.
c) Stock management
- Rollout the inventory system ensuring all the asset are tagged, physically counted and assigned to specific person for accountability purpose.
- Ensure that program staff carries out close inspection of Project items and materials delivered to the stores, to ensure that they are at the right quantity and quality and monthly stock updates is circulated throughout the staff.
- Ensure that unified warehouse documents are used throughout Somalia/S’land offices and that Sub-office team gets training on receiving and dispatching goods.
- Conduct periodic stock checks and prepares monthly stock reports where defects and loses and captured and shared with the relevant staff/management.
- Ensure proper storage as per the guidelines and ensure Quarterly stock taking in the warehouse, carryout internal audits in the store and provide training where necessary.
- Train staff in identifying and sorting-out dead stock from the warehouse, verifying the donors and recommending them for disposal to the Country Directors through Head of Support.
d) Inventory Management:
- Reads and has a clear understanding of the DRC- DDG Asset management manual and all related procedures; and properly handle DRC - DDG assets and inventory in Somalia/S’land
- Ensures that asset movement is logged into the DRC- DDG asset documents (asset transfer) and ensure records are filed and available in each area office Somalia/land.
- Ensure proper filling and update of the inventory spread sheet so that it can be share with donors or timely support Donor reporting’s by the Finance team.
- Ensure that DRC- DDG asset is properly and uniformly tagged and coded and that asset verification exercise takes place at least twice a year in each location with close consultation with the Head of Support Services.
e) Human Resources management
- Support the Area Offices in the recruitment of P&L staff
- Updating job descriptions for P&L team (drafting together with the Area Manager),
- Managing performance of for Logistics team by setting performance objective in close consultation with the Area Manager as the technical supervisor.
- Identifying technical Logistics training and sharing the details for Budgeting purpose so that Logistics team can get relevant Logistics training
Qualifications
- Degree in Business Administration or Purchasing and Supplies; professional qualification or certification in the field of supply chain management will be additional advantage.
- Minimum of 5 years work experience in overseeing Procurement and Logistics in NGOs in conflict environment;
- Experience in developing and managing procurement and logistics procedures and policies.
- Previous experience in working in Somalia or Similar high risk content
- Proven management and Leadership capabilities a required
- Excellent Information technology skills
- Fluency in written and spoken English
- Excellent interpersonal and team work skills, ability to work with different groups and nationalities.
- Strong writing and presentation skills
Essential Competencies:
- Excellent people and team management skills, able to hold to account, build and motivate people and teams effectively
- Strong initiative and self-motivated, with a strong commitment to teamwork and humanitarian principles.
- Ability to multi-task and cope with competing demands under tight deadlines.
- Identify priority activities and assignments, adjust priorities as required.
- Experience of leading the implementation of operational improvements and the persistence to achieve change in a challenging environment.
- Ability to operate and think strategically, coupled with proven analytical skills and the use of these to problem solve and make firm decisions.
- Aptitude and openness to change, with an ability to lead change management
General
Commitments:
DRC has a Humanitarian Accountability Framework, outlining its global accountability committments. All staff are required to contribute to the achievement of this framework into the work of DRC
Conditions
Availability: 1st September 2016
Duty station: Mogadishu- Somalia,with frequent travel to the other offices ,at least 30% in each location, namely, Puntland, South Central and Somaliland.
Reporting: This position works directly under the supervison of Head of Support.
Contract: 1 year contract dependent on both funding and performance. Salary and conditions in accordance with the Danish Refugee Council’s Terms of Employment for Global Expatriates (available at www.drc.dk under Vacancies). This position is graded as A14.
For qualified National staff the terms of employment will be in accordance with DRC terms for National staff
HOW TO APPLY:
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 www.drc.dk under Vacancies.
Please forward the application and CV, in English through the online application on www.drc.dk under vacancies no later than 22nd July 2016
If you have questions or are facing problems with the online application process, please contactjob@drc.dk.
For general information about the Danish Refugee Council, please consult www.drc.dk.
