The Supply Chain Assistant's role, will participate in and oversee the receipt, storage, requisitions and disbursement of supplies and materials from the warehouse in the DRC Dadaab Field Office.
Duties & Responsibilities:
Stock management:
Manage and document the receipt, handling, storage, release and reporting of goods through the DRC warehouse(s) by ensuring all materials leaving the warehouse are based on approved stock release.
Ensuring that the filing system for stores is well maintained. Provide weekly and monthly stock reports (issues, receipts and balances, but also maintenance of the warehouse).
Inspect materials delivered to the warehouse at the reception of the items.
Stock materials according to the prescribed inventory system approved by DRC.
Ensure stock management and administration systems are implemented. Monitor projects stock levels and advise on appropriate stocking and replenishment to meet project demands.
Ensure disposal of expired items.
Ensure all store records are accurate and up to date.
Conduct monthly checks/stock taking for all stocks held in the warehouse.
Advise the Supply Chain Officer of warehouse specific issues or improvements. Report immediately any discrepancies related to stock management.
Implement and ensure clear safety procedures for staff and casuals working in the warehouse.
Ensure that DRC warehouses are managed according to DRC warehouse standards and records are kept for audit.
Procurement support:
Assist Program Support Coordinator to handle procurement activities to hasten acquisition of program supplies as per procurement plan and document it.
Coordinate purchasing activities by exploring the most efficient and cost effective means of commodity sourcing, and timely delivery to the required destinations
Prepare invitation for bidders and attend procurement meetings.
Ensure the maintenance of a supplier database and develop robust local supplier relationships.
Develop a list of approved supplies with framework agreements to ensure quality of goods and services are provided in a timely manner.
Develop frame work agreements with suppliers at Field Level.
Carry out in a timely manner the actual procurement for the Dadaab Office
Prepare tender invitation documents, receive and opening of tender documents, participate in evaluation of bids and make sure the bids evaluation report, technical evaluation, minutes of committees in awarding of suppliers contain all the facts and information required to justify the recommendations made in the report.
Prepare contract and amendments of contracts when needed.
Assist internal departments prepare and update Procurement Plans.
Assets Management:
Ensure that an updated assets inventory sheet is maintained on monthly basis sharing it with the Programme Support Coordinator and that all items are tagged in accordance of DRC's guidelines.
Ensure that all DRC assets and equipment are well maintained and report defects.
Ensure that the movement of DRC assets is tracked and the necessary documentation is done when an asset changes its status.
Ensure that an up to date filing system for all assets maintained.
Provide monthly asset reports and share with the Supply Chain Officer and Area Manager
Contribute to any reports as requested by the senior management team.
Qualification and Experience:
University degree (Logistics, Business Administration, or Economics will be preferred)
Minimum 3 years of work experience in supply chain management – logistics, procurement, warehousing, inventory management, asset management. At least 2 years of the work experience should have been in NGO/INGO environment ,
Be Member of professional body either KISM or CIPS in good standing;
Understanding of the local market, local legislation related to contracts.
Understanding of the Supply Chain (procurement, assets, and warehouse) rules and regulations of major international donors.
Very good skills MS Word, Excel, Outlook, PowerPoint
Training in Enterprise Resource planning (ERP) systems
Very good interpersonal and team skills.
Commitment to humanitarian principles and values.
Commitment to and understanding of DRC's aims, values, and principles.
Very good English language.
Working knowledge of written and spoken. English /Swahili
Language:
English – excellent written and verbal skills
Swahili – excellent verbal skills
Key stakeholders:
Internal
Support team, Programme Management Unit, implementing field teams, Area SMT, Country Office SMT
External
Suppliers/Vendors, contractors and other service providers,
Other NGOs/ INGOs, Implementing partners
Other funding partners/donors