Overview
The Supply Chain Officer is responsible for supply chain functions, including procurement and logistics, for DRC in the Mandera program. This role ensures compliance with donor and DRC guidelines and provides technical support to the program team.
Key Responsibilities
- Procure materials and equipment cost-effectively and transparently.
- Process purchase requisitions on DRC Microsoft ERP dynamics system.
- Liaise with suppliers, track deliveries, and evaluate performance.
- Ensure purchase requests, orders, RFQs, and ITBs are tracked.
- Review and share procurement trackers.
- Prepare RFQ and ITB documents and tender reports.
- Assist with contract preparation and amendments.
- Register new suppliers and facilitate pre-qualification processes.
- Assist in strategic sourcing for frequently purchased items.
- Ensure procurement files are accurate and comply with policies.
- Prepare and submit supplier payments to finance.
- Conduct duties in accordance with DRC Mandera program SOPs and Code of Conduct.
- Ensure monthly PO/PR clean-up on Dynamics.
- Report weekly/monthly warehouse/inventory activities.
- Manage DRC warehouses according to standards and keep records for audit.
- Conduct periodic random checks during loading/unloading.
- Ensure non-food items are dispatched as per distribution plans.
- Identify alternate warehouse facilities in emergencies.
- Receive, register, and dispatch procured stocks efficiently.
- Maintain documentation for stock movements for archiving.
- Control and account for all stock, monitoring storage, request, and issuance.
- Ensure appropriate documentation on logistics operations.
- Conduct physical stock checks and investigate discrepancies.
- Ensure warehouse is clean and free from pests.
- Ensure 100% security of warehouses and commodities.
- Manage vehicle fleet, ensuring safety and standards.
- Monitor Mandera program fleet for optimal use.
- Ensure logbooks are filled and maintain an overview of vehicle expenses.
- Review vehicle fuel consumption, spare parts usage, insurance, and safety standards.
- Ensure fleet management complies with DRC standards.
- Ensure safe operation of the fleet through driver selection and training.
- Enforce local fleet operating procedures.
- Report monthly on fleet management.
- Ensure appropriate provision of servicing facilities and management of spare parts.
- Register purchased assets in the DRC Microsoft ERP-dynamics system.
- Register new DRC/donor assets and perform tagging.
- Issue/receive assets to/from DRC staff.
- Manage asset journals on the ERP dynamics system.
- Manage GPE’s as per DRC guidelines.
- Conduct physical count of assets twice a year.
- Monitor asset inventory tagging, recording, and reporting.
- Liaise with Security Officer and HR/Administration assistant for compound security.
Required Experience
Minimum 2 or 3 years of experience in supply chain management – logistics, procurement, warehousing, inventory management. At least 3 years of work experience in an NGO/INGO environment. Experience with Enterprise Resource planning (ERP) systems. Understanding of the local market and local legislation related to contracts. Understanding of the Supply Chain (procurement, assets, fleet and warehouse) rules and regulations of major international donors.
Qualifications
University degree (Logistics, Business Administration, or Economics will be preferred). Be a Member of professional body either KISM or CIPS in good standing.
