Vacancies at Danish Refugee Council

Overall purpose of the role

• Provides coordinated and strategic leadership across all supply chain functions, including Procurement, Warehousing, Logistics, and Fleet Management. This ensures the seamless operation of all support functions, aligning with program requirements and adhering to the DRC Operations Handbook as well as donor and government regulations. This role will focus on the Kenya Country Operations in Nairobi, ensuring compliance with DRC procedures and guidelines within the country. It will contribute to developing country strategies, translating them into actionable plans and daily tasks. Additionally, the role will provide support and technical guidance to country operations and oversees activities at both country and field office levels.

Responsibilities:
R1. General Management:

• Oversee the day-to-day management of a team of supply chain staff based in the DRC Country office and various field bases.
• Ensure all staff have clear work plans, work efficiently, understand their tasks, and report frequently on their progress.
• Conduct regular/monthly meetings with all relevant supply chain staff, either in person or online. Document these meetings, ensure action points are addressed, and promote clear, proactive communication with suppliers and colleagues.
• Perform ongoing staff performance appraisals leading to annual reviews, using DRC’s systems to develop team capacity-building and individual development plans.
• Build team capacity by developing and implementing guidance, on-the-job training, supervision, mentoring, and coaching.
• Promote structured work habits, effective planning, organized filing, clear communication, and responsiveness, ensuring supply chain staff see themselves as internal service providers to the overall operations.
• Implement DRC and external audit recommendations related to supply chain components.
• Ensure all supply chain department staff in Kenya are aware of the whistle-blowing procedures for corruption and breaches of the Code of Conduct, including the reporting mechanism in coordination with the COC department.
• Foster team spirit and ensure smooth collaboration between supply chain and program teams.
• Visit each field office regularly to assess and support compliance with the Operations Handbook and updated policies.

R2. Procurement:

• Ensure procurement procedures are followed, including developing procurement plans and trackers for timely procurement.
• Support the procurement process to ensure compliance with DRC and Donor rules, especially regarding local procurement and anti-corruption measures.
• Oversee operational procurement to ensure timely, cost-effective, value-for-money, and quality delivery of commodities and services, maintaining continuous communication with requesters.
• Ensure all procurement procedures, practices, and documentation meet standards set in the DRC Operations Handbook and donor requirements, ensuring transparency and accountability. Review high-value documentation and tenders (national and international) before advertising, in coordination with regional support.
• Support tender opening committee processes for ITB/RFP procurements and review tenders before awarding contracts.
• Monitor department KPIs, ensuring timely and high-quality monthly report submissions.
• Ensure supply chain staff adhere to compliance, segregation of duties, DRC Supplier Terms and Conditions, and DRC’s Code of Conduct in interactions with suppliers.
• Conduct market surveys in key categories to ensure DRC receives the best value for money.
• Provide support to field sites in managing the tendering process and compile monthly procurement reports for SMT and/or AMs.
• Organize procurement trainings and refresher sessions for supply chain staff in coordination with regional offices.
• Ensure proper storage and archiving of all procurement documents in SharePoint for audit trails.
• Support the establishment of Frame Work Agreements and assist in preparing standardized supplier prequalification documentation.
• Identify bottlenecks and weaknesses in internal supply chain controls for management to address.
• Ensure fair, transparent, and professional dealings with all external suppliers and contractors in line with the DRC Operations Handbook.
• Register Purchase Agreements for strategic commodities in Dynamics based on data review and analysis.
• Participate in new project kick-off meetings as required.
• Ensure PR and PO clean-ups and participate in project close-out meetings to address outstanding committed costs.
• Oversee the creation of vendor prospects, conduct prohibited parties’ searches, due diligence for new vendors, and ensure proper filing of supplier registration documents per archiving SOP.
• Act as the technical lead for the Supply Chain module in DRC Dynamics [ERP system], supporting and training supply chain staff and other relevant personnel.
• Review procurement dashboards, analyse data, and make strategic recommendations to CO SMT and RSCM.

R3. Fleet management:

• Ensure compliance and implementation of Operation Handbook volume on Fleet Management of (including all updated policies on DRC intranet) in country;
• Ensure the entire fleet in the country is run efficiently. Advise on Fleet utilization and right sizing of fleet requirements as per program needs. This includes weekly movement plans; prioritisation of movement needs of staff and programme activities and forward planning
• Ensure fleet maintenance is conducted efficiently and the fleet is fuelled properly. This includes frequent and pro-active interaction with relevant UNHCR / Donors and other partner staff
• Provide monthly comprehensive country reports on fleet management (costs) to SMT and UNHCR
• Oversee filing of CO fleet documents i.e. drivers’ docs, maintenance records, fuel reconciliation, insurance docs, log sheets and log books and monthly fleet performance reports as per the archiving SOP
• Effectively convey fleet procurement and logistics procedures to staff and supervise their implementation.

R4. Warehouse Management:

• Responsible for oversight of Warehouse and stocks Management 
• Support effective warehouse management in accordance with the DRC Operations Handbook and/or donor requirements.
• Ensure the review and submission on timely and accurate stock reports from the COs on a monthly basis
• Strengthen staff capacity and warehouse management processes.
• Liaising with the SC staff in the field offices ensure stock is properly recorded and kept and discrepancies reported.
• Working closely with the program team members ensure proper monitoring of stock and distributions carried out before project closeout
• Organize disposal of old stock and assets as per DRC/Donor guidelines.
• Provide guidance in disposal methods for unused or expired commodities (broken, expired etc.) 

R5. Assets management:    

• Ensure compliance and implementation of Operation Handbook volume on Assets and Equipment Management (including all updated policies on DRC intranet) across all field offices
• Provide monthly comprehensive country reports on Assets to SMT
• Ensure that the Fixed Asset Register (FAR) is updated and verified quarterly in Dynamics and copied to the Head of Support Services in the COs
• Support and lead Regular Asset verification process in all offices, Assets are tagged and ensure the assets are included in the Asset list and signed by Area Managers.
• Ensure that all procedures and documents pertaining to Asset Management as per the DRC Operations handbook are in place and being followed.
• Ensure donation certificates with recipient’s signature are obtained and filed for all assets and equipment donated to beneficiaries/partner groups or received from donors.
• Oversee asset disposal mechanisms are in place and compliant with Donor and DRC policy and guidelines 
• Review CO Assets dash boards; analyze and make informed strategic decisions and recommendations to CO SMT and RSCM

R6. Planning and strategy:

• Ensure annual planning for support services is conducted, setting and meeting targets that align closely with programmatic needs.
• Ensure project planning includes relevant support service requirements, such as lead times and appropriate budgets.
• Ensure resource mobilization is realistic and meets the needs of support functions, using the operations budget to inform proposals.
• Ensure support services are fit for purpose to meet program needs.
• Act as the focal point for compliance self-checks, risk registers, internal audits, and results contracts.
• Collaborate with Area Managers and the Head of Support Services to set and meet targets for each sub-department (Supply Chain, fleet, assets, warehouse) in line with the DRC Operations Handbook

R7. Representation: 

• Build and maintain strong relations with external stakeholder where this relates to Support Services. This includes with suppliers, relevant governmental bodies, etc.

R8. DRC Dynamics ERP System:

• Ensure ERP functionality is properly used by relevant staff
• Apply reports and data analytics from DRC Dynamics to improve overall performance
• Act as a super-user for Supply chain functionalities

Essential Experience:

• At least 5 years' experience in senior Supply Chain function in a Humanitarian context;
• At least 3 years' experience with people management
• Knowledge of project cycle management
• Knowledge of supply chain management and procurement processes and documentation.
• Knowledge and experience of dealing with service providers and contractors’ management.
• Experience with construction and site project management.
• Experience in managing institutional partnerships with national and international NGOs and donors
• Excellent IT skills, strong computer competency with word processing, spreadsheets, and databases. Proficiency in using supply chain management software and tools
• Knowledge of budget cycle and monitoring processes
• Knowledge of key donor policies and compliance procedures, like the EU, UNHCR, WFP, Danida, GFFO, 
• Experience working with DRC Dynamics or a similar ERP system
• Full professional proficiency in English
• Excellent communication skills – both oral and written
• Skills on local languages will be an asset.

Competency profile:

• Compliance and Detail-oriented
• Strong team player 
• Excellent interpersonal skills, culturally sensitive and adaptable
• Flexible, enthusiastic and willing to learn from others 
• Understands humanitarian issues in Kenya
• Willing to travel to project sites within the country 

Education: 

• Bachelor’s degree in Business Administration, Logistics or relevant sector and field experience.

Languages:

• Fluent in English

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Overall purpose of the role: 

• The Management Information Systems (MIS) Officer is responsible for planning, development and implementation of IT hardware, software applications, programming, system networking, and provision of ICT training and capacity building support under the Kakuma Area (refugee operation and the wider Turkana County). The MIS Officer will also be responsible for the management of staff under his/her direct supervision and in-charge of the administrative supervision of the Youth Centre in Kakuma 4 and other DRC ICT hubs operated under Kakuma Area. The holder of the position reports directly to the Area Manager and provide day-to-day administrative supervision for one Livelihood Assistant – ICT Training and the Incentive Workers at the ICT training Centres.

Responsibilities:
R1. Planning and budgeting:

• In consultation with the Area Manager, conduct quarterly review of the needs of DRC Kakuma employees and beneficiaries in terms of ICT hardware and software for information management, data processing, data storage, distribution of information to end users and ICT training. 
• In consultation with the Area Manager, prepare budgets for the established ICT hardware, software and capacity-building needs for Kakuma Area;
• In collaboration with the country office and Regional IT Office, develop, document and implement procedures and standards for Kakuma Area to guide the use of software, hardware, and network infrastructure 

R2. Ensuring effective ICT system operations and networking:

• Perform software installations, ensure installation of updates of software and provide support for day-to-day systems operations; 
• Manage the computer lab at the DRC Youth Center in Kakuma Camp 4  
• Configuration and setup of the LAN, ensuring the right standards are followed 
• Upgrade hardware and software as needed 
• Track software licenses in operation  
• Setup efficient local and offsite backup 

R3. Ensure ICT system security and integrity:

• In line with DRC management information systems security protocols, ensure that established procedures and standards for access to data processing facilities and the data itself are adhered to;
• Setup and maintain centralized anti-virus server and ensure automatic updates 
• Perform preventive maintenance service on all IT equipment on a scheduled basis 
• Perform general repairs on IT equipment and peripherals as needed 

R4. Provide effective ICT administrative support:

• Overall in-charge of the administrative function of the Kakuma 4 Youth Centre and other ICT hubs set up under the Kakuma Area operation;
• Maintain an inventory schedule of all IT equipment and software in use; diagnose status and performance on a regular basis 
• Maintain a record of all equipment received for repairs and maintenance 
• Provide help desk and technical support to end users 

R5. Support for ICT Training:

• Provide training for beneficiaries taking basic and advanced ICT on specific topics;
• Provide effective management of the whole training cycle including reward and certification processes

Experience and technical competencies:  

• Minimum 5 years of work experience in management information systems, IT or ICT management in NGO/INGO environment; 
• Excellent supervisory skills and ability to motivate teams;
• Excellent knowledge of enterprise networks and systems: IT hardware and infrastructure support, microcomputer management, data management and security. 
• Strong problem-solving and analytical skills are required
• Excellent interpersonal and teamwork skills, working with different groups and nationalities.
• Demonstrated experience of working with ERP systems; 
• Excellent planning and budget development skills for multiple-donor environments; 
• Demonstrated experience and skills in capacity building and mentoring of supervisees;
• Previous experience in a refugee set-up and work in harsh environments; 
• Education:
• University degree in Information Systems Management, Computer Science, Information Technology or other relevant degree.
• Industry professional qualifications / certification in the areas of network administration, information systems audit or systems development is an added advantage.
• Training in Enterprise Resource planning (ERP) systems

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Overall purpose of the role:  
Under the direct supervision of the Economic Recovery Officer but reporting to the Project Manager; the Community Engagement Facilitator will play an important role in the accountability and transparency of contributing to the implementation of the Sweden-funded Supporting Displacement-Affected Communities in Kenya with Entrepreneurship Development (SDACKED) project activities in the DRC Urban program. Additionally, to support community engagement efforts, in line with the organization’s strategy, which seeks to assist refugees and the displaced persons to protect their rights and financially empower them towards a better future. 

The role will include activities related to supporting refugee and host community entrepreneurs through capacity building, mentorship, financial linkages and monitoring of their business activities. Other responsibilities include: outreach, promotion of community participation and feedback in all stages of project implementation as well as support to enhance community/enterprises capacities under the technical guidance of the Economic Recovery Officer and share recommendations on how to better integrate community engagement strategies between DRC Urban projects and organizational sectors.

Responsibilities:

• In charge of a cluster (within the project area), comprising of a sizable number of refugee and host community entrepreneurs for support.
• Conduct outreach to target communities served by DRC Urban program as well as mobilize them to participate in project planning, financial inclusion activities through Community Savings & Loans Associations (CSLAs) and other project partner-driven activities. 
• Recruit refugee and host community entrepreneurs and CSLAs in the designated cluster/project area through a set criterion for selection.
• Be involved in capacity building initiative and activities for the selected entrepreneurs using the International Labour Organization (ILO) training tools.
• Work with other stakeholders intervening in the cluster through establishing and maintaining sound working and collaborative relationship.
• Ensuring that beneficiaries within the assigned cluster get financial services/loans from the commercial bank partner in the project- KCB Bank. These services and products include Sharia-compliant products.
• Work closely with the digital partner; Chamasoft Ltd to ensure financial inclusion is enhanced through the use of digital products.
• Support in ensuring that refugee entrepreneurs receive the necessary documentation to be able to fully participate in entrepreneurship activities. These documents include and are not limited to Refugee ID cards, KRA PIN, business licences. This also includes acquisition of mobile phone SIM cards and registration in mobile money platforms.
• Provide periodical reports on the status of activities and entrepreneurs in the assigned cluster.
• Maintain networks with community leaders to ensure targeting is appropriately done in an accountable and transparent manner.  
• Provide feedback to DRC as received from the community including identified gaps and community emerging needs including recommendations for appropriate action.
• Coordination and representation of DRC in Urban refugee forums when called upon by the supervisor.
• Assist in participatory needs assessments with a focus on DRC’s sectoral objectives if and when planned/or conducted.
• Contribute to strengthen DRC Urban program’s community engagement strategies by providing recommendations to the supervisor.
• Monitor the progress of beneficiaries supported and prepare monitoring/implementation reports. Also participate in the establishment of a database of the supported entrepreneurs in the components of the project- Economic Recovery, Protection and Advocacy.
• Ensure proper documentation (relevant reports as required by the project) and as per the DRC data protection guidelines or policy. 
• Constantly gather relevant and vital information to the Urban Program work and share such with immediate supervisor for reflection and appropriate programmatic action.
• Identify, cultivate relationships and coordinate with fellow Community Engagement Facilitators or outreach officers either in DRC Urban program or other agencies working in similar context.
• Ensure CHS standards are mainstreamed throughout the project cycle. 
• Perform any other duties assigned by the supervisor as aligned or relevant to DRC’s community engagement work.

Experience and technical competencies: 

• Must have 2 years’ experience working within urban refugee’s community context.
• Working knowledge of the Community Savings & Loans Associations’ model or any other informal lending processes in the urban context.
• Certification in the ILO capacity building tools is a plus.
• Working knowledge of Protection issues around urban refugees.
• Skillful and diplomatic in networking with communities and local authorities as well as partners in urban refugee environment.
• Must have good work ethic and personal integrity.
• Must possess good written and spoken communication skills.
• Must possess basic computer and report writing skills.
• A team player, able to take direction and work collaboratively with others. 
• Able to complete required work within the set deadlines. 
• Able to maintain highest level of confidentiality. 
• Ability to work at grassroots level and communicate professionally with community members and professional partners. 
• Ability to promote the values of equality, non-discrimination, and human rights for all. 

Education:

• Certificate, Diploma or a university degree.
• The Eastleigh cluster Community Engagement Facilitator MUST BE female and fluent in Somali and Oromo language besides proficiency in English and Kiswahili. 
• The Githurai cluster Community Engagement Facilitator may be either male or female but fluent in both English and Kiswahili.