Logistics and Procurement Coordinator

Title:  Logistics and Procurement Coordinator

Location:  Shire

Start of Contract & Duration: 12 months with possibility of extension (Subject to fund availability)

Posting date: February 16, 2016

INTRODUCTION

The Danish Refugee Council (DRC) is a humanitarian, non-governmental, non-profit organization founded in 1956 that works in more than 30 countries throughout the world, including Ethiopia. DRC fulfills its mandate by providing direct assistance to conflict-affected populations, including refugees, internally displaced people and host communities. Under its mandate, the organization focuses on emergency humanitarian response, rehabilitation and post-conflict recovery.

DRC commenced work in Ethiopia in 2009 and currently provides expertise in shelter, WASH, livelihoods and protection in the Gambella and Somali regions of the country. Activities implemented by DRC are funded by money raised from the Danish public and by project grants from the Danish government and other bilateral and multi-lateral donors.

DRC is in the process of starting a new program in Tigray regional state, where the organization anticipates implementing a variety of youth protection activities in Hitsats, Shimelba, Mai-Aini and Adharush refugee camps, which are currently hosting a combined population of over 30,000 Eritrean refugees.

POSITION’S OVERALL OBJECTIVES

Working under the direct management of the Shire-based Area Manager, the Logistics and Procurement Coordinator will be responsible for all of the daily logistics and procurement related functions in DRC’s Shire field office in strict compliance with the organization’s and donors’ policies and procedures and strong attention to detail. The Logistics and Procurement Coordinator will furthermore manage one Logistics and Procurement Assistant, one storekeeper and up to four drivers. The coordinator will act as the primary point of communication with DRC’s logistics and procurement team in Addis Ababa for daily matters.

RESPONSIBILITIES AND TASKS

To achieve the overall and specific objectives of the position, the Logistics and Procurement Coordinator, in coordination with the Area Manager, Deputy Area Manager and Addis Ababa-based logistics and procurements teams will perform the following tasks and undertake the following responsibilities:

1. Logistics and Procurement:

• Lead the setup of the Shire logistics and procurement department, including overseeing upfront procurement and inventorying, and ensuring the department it is fully compliant with DRC systems and is well organized and maintained.


• With support from the Addis Ababa-based logistics and procurement team, ensure high quality day-to-day management of all logistics and procurement functions to ensure strict compliance to DRC’s procurement procedures, full transparency and timely delivery of quality goods and services as requested by the programs and other support functions. This responsibility will include leading tender processes, organizing procurement committee meetings, conducting bid analyses and drafting relevant contracts.


• Together with program staff, manage the quality control of all items received and ensure items are properly recorded, inventoried and stored or warehoused. In cases of distributions to beneficiary populations, the coordinator will collaborate with program and monitoring and evaluation staff to ensure distribution lists are collected. The aforementioned tasks will require both adherence to DRC and donor policies and procedures as well as the initiative to develop and improve upon systems.


• Collaborate closely with the Shire and Addis Ababa based finance and administration departments to ensure payments are made upon successful receipt of procured items. This will ensure that all relevant documents are forwarded to budget holders in due time with clear specification, financial codes and appropriate authorization.


• Conduct regular market surveys of goods and services and develop a user-friendly procurement catalogue of local and regionally available items which is updated on a monthly basis.


• When relevant, research and work with the Area Manager, Addis Ababa based logistics and procurement team and Head of Finance and Administration to develop framework agreements with as well as approved supplier lists of reliable and proven suppliers.


• Provide strategic support, including projections and recommendations on logistical and procurement matters to the Area Manager and Deputy Area Manager.

2. Technical and Operational Support:

• Work with both program and support staff to ensure quarterly procurement plans are developed, detailed description of needs are documented and that accurate estimates of procurement timeframes are generated and agreed upon. An essential aspect of this responsibility is the maintaining a local procurement tracker in coordination with the Addis Ababa based logistics and procurement team.


• Undertake weekly supervisory, monitoring and support visits to sub-offices and project locations.


• Provide technical advice to the Area Manager and Deputy Area Manager related to equipment and hardware, including subjects such as vehicle, facilities and generator maintenance, as well as generator and officer and accommodation water supply as relevant.


• Assume responsibility for the full functioning of all communications and safety equipment.


• Liaise with the Addis Ababa based Information Technology team to ensure all new IT equipment is best fit with the field office’s needs and that existing equipment is maintained and well secured.


• With the support of the Logistics and Procurement Assistant, ensure all of DRC’s facilities, including office and accommodation facilities, are well maintained, safe and secure.


• Become well versed in all applicable local laws and regulations relevant to logistics and procurement matters and interact with relevant local authorities accordingly when tasked by the Area Manager.


• In collaboration with the Area Manager, ensure that all DRC facilities in Shire are compliant with DRC’s safety and security regulations.

3. Reporting:

• Under the direction of the Area Manager and with guidance from the Addis Ababa based logistics and procurement team, lead local level reporting for both internal and donor purposes.  This will include maintaining a comprehensive assets list containing all relevant donor information.

4. General Management and Support:

• Manage all logistics and procurement staff who are hired, supporting respectful and positive working relationships which allow for the effective implementation of all DRC activities. This is to be achieved through leadership, team building, day-to-day support and capacity-building.


• Identifying training and capacity building opportunities for logistics and procurement staff and ensure they are well versed in DRC’s code of conduct, accountability, respectful dialogue with the refugee population, and prevention of sexual exploitation and abuse.


• Collaborating with the Area Manager, Deputy Area Manager and Finance and Human Resource department to ensure objectives are set and that evaluations and performance reviews are conducted on a regular basis for all logistics and procurement staff.

QUALIFICATIONS

• Bachelors degree or higher in Supply Chain Management or other relevant field from a recognized institution.


• Minimum 5 to 8 years of management experience at a mid to senior level, preferably with experience in the NGO field.


• Commitment to learning and implementing organizational policies and procedures.


• Full proficiency in Microsoft Office.


• Excellent verbal and written proficiency in Tigrinya, Amharic and English.

 ADDITIONAL CHARACTERISTICS

•  Proven ability to setup successful and compliant logistics and procurement systems.


• Strong planning, organization and problem solving skills with ability to work both independently and within a team in a demanding work environment.


• Excellent personnel management skills, including diplomacy, tact and negotiating skills.


• Integrity, strong work ethic, and ability to consistently meet deadlines under pressure.


• Experience working with youth and young people.


• Experience living and working in cross-cultural and remote environments.

Closing date: Feb 28, 2016

Interested candidates should send a CV and cover letter in English addressed to the DRC Hiring Committee at only through vacancies@drcethiopia.org, with the subject “Logistics and Procurement Coordinator”.

The applicant’s cover letter should state the reasons for applying for this particular position and not be generic. The cover letter should also include the applicant’s salary requirements. Please do not send additional materials other than a CV and cover letter, they will not be reviewed.

Applications will be reviewed on a rolling basis before the deadline, and interviews will be held as suitable candidates present themselves. Deadline for applications is 28 February 2015.

DRC highly encourages qualified female candidates to apply.