Supply Chain Assistant at Danish Refugee Council

Overall purpose of the role

The Supply Chain Assistant role is to provide support in the Supply chain department in efficient and effective Logistics implementation and smooth running of departmental operations of the Nairobi regional office. The incumbent will be expected to assist in procurement functions, especially low value procurements, receipts and dispatches of procured goods and ensuring that all logistics operations are managed and maintained in an efficient manner.

Responsibilities:

Assets & General Equipment (Inventory) Management

• Read & Understand the DRC OH – Assets
• Complete the assets module in dynamics
• Update all DRC assets and general equipment registers in the FA Module by tracking, and tagging in line with DRC asset management policies working closely with the Regional IT Officer for IT assets and Facilities manager
• Be part of the analysis of vehicle and asset status and make recommendation for timely repairs and replacement
• Implement reports from assets spot checks to ensure implementation and documentation is up to date and produce review reports on areas where improvement is needed.
• Carry out physical assets’ verification from office to office, cross reference and update in the asset register in dynamics
• Carry out a physical GPE verification from room to room and update in an inventory list, clearly specifying location, custodian and the room location.
• Carry out a complete physical verification in the RO office for all DRC assets
• Ensure all assets are tagged and tag number used as the main reference on the assets register
• Identify and prepare a record for all assets and inventory separately that are due for disposal and produce a consolidated disposal list using DRC assets disposal template.
• Liaise and work closely with the IT Officer to ensure all IT assets are tagged and included in the assets list and/ or disposal list
• Work closely with the Facilities Manager to ensure all GPEs are properly tracked
• Liaise with the Regional Supply Chain Manager on the disposal process as necessary once items for disposal have been identified.

Procurement

• Assist with LVOs from time to time as requested by program staff
• Assist the Regional Supply Chain Officer in sending RFQS and preparing CTRs
• Raise payment requests and attaching complete set of procurement documents for payment processing
• Issuing tender documents to vendors on request after tender is announced
• Assist in updating suppliers list and price lists and regularly checking on price validity for updates
• Data entry on CTRS, scoring forms and sheets and other procurement forms as required.
• Liaising with vendors for any discrepancies and/or wrong specifications
• Follow up on all approved orders, to ensure that they are supplied in time and requestors informed.
• Liaising with vendors for invoices immediately after service is rendered for goods purchased

Supplier Prequalification and Establishment of FWAs

• Assist in the preparation of prequalification of suppliers’ documentation, responding to supplier queries and printing the documents on request of suppliers.
• Ensure all bids received are properly handled and archived
• Assist in data entry for evaluation reports of suppliers and drafting of framework agreements
• Sourcing up to date price lists/completed RFQs from suppliers
• Ensure filing/archiving is as per SOP and is accurate, up to date, and in correct order so as to easily facilitate checks and audits.

Fleet Management

• Assist and sit in for facilities manager on vehicle planning and allocation to ensure  proper fleet utilization and optimization while reducing wastage.
• Support with coordinated onward transport of goods to field offices through Proper packaging/labelling, timely scheduling and shipping documentation as required
• Ensure Proper filing of all fleet documents i.e. drivers’ docs, maintenance records, fuel reconciliation, insurance docs, log sheets and log books and monthly fleet performance reports in SharePoint as per the SOP
• Assist the Facilities Manager to ensure planned preventative maintenance is carried out to a high standard with minimum disruption to movement activities.
• Assist in prepare and submit the monthly fleet Performance Reports (Fuel, utilization and cost per km) by the 10th of the following month.
• Assist in the management of insurance tracker and ensure timely renewal of insurance for RO vehicles
• Assist the drivers correctly use log sheets to record details of all their movements in liaison with the Facilities Manager.
• Ensure drivers check vehicles every morning using the Vehicle checklist and compile weekly status report for review by RSCM
• Ensure all vehicle operation policies and systems are up to date and enforced within RO operations liaising with the facilities manager.

About you

In this position, you are expected to demonstrate DRC’s 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 our vision and values.

Experience and technical competencies:

• At least 1 years of related experience
• Experience of similar services in reputable public organization/NGO
• Excellent computer skills and ERP knowledge a plus
• Fluent in communication and writing in English.
• Computer skills for reporting, and communication

Education

• Hold a Bachelor’s degree in Supply Chain/Logistics/Business Administration or related.
• CILT/ CIPS certification is an added advantage

Languages:

• English-professional Competency
• French proficiency preferred