Ethiopia: Procurement & Logistics Coordinator - Ethiopia & Djibouti - Ethiopia

BACKGROUND

The Danish Refugee Council (DRC) is providing relief and development services in the Horn of Africa and Yemen. DRC is focusing mainly on populations displaced or others directly affected by conflict. The DRC Ethiopia/Djibouti program seeks to recruit a Procurement & Logistics Coordinator who will work in the Ethiopia/Djibouti program. We are seeking to strengthen our logistics and procurement department so as to enable very high quality support to our programs throughout Ethiopia and Djibouti.

Job Summary

• The purpose of the Procurement and Logistics Coordinator position is to ensure that program staff in the field and head office has adequate logistics and procurement support.


• The Procurement and Logistics Coordinator is responsible for ensuring the overall management of logistics, procurement, transport, fleet and warehouses management in line with the DRC operational procedures


• He/she also ensures that DRC’s procurement and logistic related strategies, systems policies, procedures and guidelines are in place and implemented and regularly updated throughout the areas of responsibility.

KEY RESPONSIBILITIES

Strategic -Leadership

• Assist the DRC management in reviewing existing procurement and logistics systems and provide assurance that there exist minimum operational procedures and standards.


• Ensure that adequate control mechanisms are in place and procedures are fully compliant and adhered as per the operational handbook throughout the area of operation


• Ensure regular training on procurement procedures for all relevant DRC staff, and ensure that everyone is aware and use the procurement and logistics guidelines.


• Review the existing procurement policies, develop and maintain effective operating systems, procedures and guidelines.


• Conduct regular market surveys of goods and services; establish and maintain a well-defined supplier database with the goal of establishing standard framework contracts with main dealers and qualified and committed suppliers.

Procurement and Logistics

• Coordinate and manage the overall procurement and logistics functions of DRC office in Addis and field offices. And perform the procurement in high profile cases.


• Ensure conformity to procedures and timely delivery of goods and services.


• Ensure all procurement processes comply with DRC’s and individual donor policies and procedures.


• Ensure accountability to donors and beneficiaries through implementation of regular reporting and systematic filing of procurement documents.


• Oversee the implementation and monitoring of procurement processes in the Country Office and organize and lead tender processes, assemble the procurement committee meetings as required, draft contracts and ensures all documents are made available to management review and decision.


• Facilitate customs clearance of duty free import of project inputs and permits for asset disposal and project close out with relevant ministry offices.


• Ensure that programs have submitted monthly procurement plans and coordinate procurement with the concerned program managers to ensure the right quality/specification and timely delivery of goods.


• Work with the HoFA, Area Managers and Program Managers to set up framework agreements (FWA) with reliable suppliers as well as developing approved suppliers’ database for non FWA purchases.


• Ensure that all field offices report timely with agreed API’s. This includes correcting, follow-up and consolidating of all API defined procurement and logistics documents. When consolidated, these will have to be sent to the regional office on the 15^th of each month.

Technical/Operational Support

• Provide support and work closely with the budget holders in developing procurement plans and advising on logistical needs for new and existing projects.


• Assist all project managers in planning of procurement and ensure that all required documents are forwarded by the budget holders including clear specifications, project, budget lines and appropriate authorization.


• Undertake regular supervisory, monitoring and support visits to all field offices.


• Provide technical advice to Area Managers regarding vehicle maintenance, office equipment and generators etc.


• Ensure that all communications and safety equipment are in good working conditions in all sites at all times.


• Undertake swift check on fixed asset control and ensure all fixed asset are recorded and reports are submitted regularly (15^th of each month).

Reporting and documentation

• Ensure that all procurement and logistics reports from the field offices are prepared, compiled and submitted on a monthly basis.


• Prepare monthly ‘Procurement KPI’ detailing all procurement trackers and other relevant information.


• Ensure all donor reports for assets are completed and submitted on time.

Staff Management

• Directly line manage and supervise procurement and logistics staff in the country office and ensuring that they have clear job describtions, work plans and objectives.


• Organize training and capacity building on fleet management, warehousing , procurment to all relevant staff and enable them fulfil their duties and responsibilities.


• Carry out all performance management activities including: performance planning, monitoring, and annual performance appraisals.

QUALIFICATIONS

Education/Training: BA degree in supplies chain management or other logistics fields.

Experience: 10 years proven and relevant work experience in emergency programs in an INGOs, out of which 5 years is in a senior position.

**TECHNICAL SKILLS***:*

• Demonstrated leadership ability to inspire and empower others.


• Integrated knowledge and understanding of practices, systems, procedures.


• Strong interpersonal and communication skills and the ability to work under pressure.


• Excellent skills in the use of computers (MS Word, Excel, Power Point).

Commitments

DRC adheres to the Core Humanitarian Standards. All staff are required to contribute to the achievement of these standards.

GENERAL COMMITTEMENTS

DRC has a Humanitarian Accountability Framework, outlining its global accountability commitments. All staff are required to contribute to the achievement of this framework .For general information about Danish Refugee Council, please visit www.drc.dk

CONDITIONS

Availability: 1st June 2016

Duty station: Addis Ababa – Ethiopia with field travel, this is a non-family duty station.

Contract: 6 months contract dependent on both funding and performance. Salary and conditions in accordance with the Danish Refugee Council’s Terms of Employment for Global Expatriates (available at www.drc.dk under Vacancies). This position is graded as A15.

For qualified National staff the terms of employment will be in accordance with DRC terms for National staff.

How to apply:

Interested candidates who meet the required qualifications and experience are invited to submit updated CV and cover letter explaining their motivation and why they are suited for the post.

Please forward the application and CV, in English through the online application on www.drc.dk under vacancies no later than 15th May 2016. Only online applications will be accepted.

If you have questions or are facing problems with the online application process, please contact job@drc.dk.

For general information about the Danish Refugee Council, please consult www.drc.dk