Supply Chain Officer

Overall purpose of the role

This role has an area focus and ensures compliance with DRC procedures and guidelines within the area. The role contributes to the development of area strategies, which are translated into action plans and day-to-day tasks. The role provides support and delivery of procurement needs for project implementation in Galkayo area office, fulfilling the required tasks included in the overall responsibilities.

Responsibilities:  (in bullet points)

Procurement

• Ensuring all the procurement processes are in line with DRC Operations Handbook.
• Effective and efficient support to programs’ needs.
• Develop and maintain relevant data bases.
• Maintain a well-organized documentation both physically and on share points as per archiving and filling policies.
• Weekly and monthly status reports.
• Establish and follow up project procurement plans.
• Track all orders, purchases and deliveries.
• Ensure that all procurement  specific donor rules and policies are understood and respected.
• Oversight of all purchase and service contracts to ensure DRC’s interests are protected.
• Optimize all logistics operations to increase cost effectiveness including setting up longer term supply contracts
• Ensure DRC supplier due diligence is effective in the relevant context
• Correctly apply  ERP supply chain processes
• Coordination of programme staff to ensure supply chain involvement in the whole project cycle
• Assist in the Procurement of all goods and services and including DRC Dynamics
• Ensure that all orders are tracked from point of planning and request through to final receipt including DRC Dynamics.
• Prepare the relevant documents for the procurement of goods and services and including DRC Dynamics.
• Participate in evaluation of bids and proposals and make sure the bids evaluation report, technical evaluation, minutes of negotiation and negotiated contract in selection of consultants contain all the facts and information required to justify the recommendations made in the report including DRC Dynamics.
• Participate in the joint verification of procured goods and equipment and to ascertain the items conformity to Technical Specifications and Quantities including DRC Dynamics.

Warehouse management

• Assist in managing DRC warehouses in Galkayo.
• To ensure up-to-date records on all warehouse flows on paper and electronics according to the approved systems. Follow up stock defects, irregularities and shortfalls as required and either take necessary actions yourself or bring it to the attention of the Supply Chain Team Leader.
• Ensuring that all items issued from the warehouse, purchased or received for onward transportation are appropriately documented and accompanied by the required waybills.
• To carry out close inspection of Project items/materials delivered to the warehouse, to ensure that they are the right quantity and quality.
• Ensure a proper state of cleanliness and order in the warehouse.
• Ensuring that correct supply request documentation for items/materials are produced with an approval from the departments.
• Ensuring that programme staff provides details of when and where project items are needed and ensuring that they are delivered to the correct location safely and within agreed time frame.
• Ensure proper storage and maintenance of all office equipment in the field offices and warehouses.
• Maintain and update stock and asset inventory list on a weekly basis.
• Following on distribution activities in the warehouses for the projects’ goods along with programs teams, and ensure proper reconciliation for the goods distributed with goods issued from different DRC’s warehouses through completing and submitting complete distribution list(s).
• Ensure that the warehouse situation is meet to DRC warehouse policy, in case any defects, the supply chain warehouse assistant is requested to report that immediately.

Asset and General Program Equipment (GPE) management

• Register, label and track the recently procured IT Assets and other Equipment  and GPE and add them to the Assets / GPE tracking system.
• Perform the physical inventory for all DRC assets, equipment and GPE on quarterly basis and share the reports.
• Ensure compliance and implementation of Assets Operations Handbook and DRC Dynamics across all field offices.
• Provide monthly comprehensive area reports on Assets and GPE.
• Implement available tools to improve the inventory management not included in DRC Dynamics.
• Perform regular controls to ensure the accuracy of monthly Assets , equipment  and GPE lists and consolidate it before share it with  ICT specialist.

Filing system and documentations:

• Responsible for proper documentation of SC team.
• Scanning the documents in proper way as assigned by the SC Team leader.
• Ensure proper organizing of all office equipment.
• Responsible for proper organization & documentation of Samples received from the vendor; Managing the samples store activities both physically & electronically Keeping good record of all the stores documents for all Samples
• Keep up to date filing system in Supply chain department. Ensuring that the documents are updated on daily basis in any process of delivery & issuance.

Other Supply Chain Responsibilities

• Maintain transparency and accountability in all procurement activities
• Maintain good archiving system of hard copies and soft copies on SharePoint of all procurement documents and upload them  in DRC Dynamics,
• Facilitate procurement processes through DRC Dynamics, as well as ensuring that any tender documents received are properly registered and kept secured
• Perform any other duties that may be assigned by Line Manager.