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4 Mar 2017

Logistics & Procurement Officer

Job Description

Logistics & Procurement Officer

Background

The Danish Refugee Council (DRC) has been providing relief, humanitarian and development services in the Horn of Africa since 1997. DRC seeks to protect refugees and internally displaced people (IDPs) on the basis of humanitarian principles and human rights in general and to promote long term solutions to the problems of forced displacement. DRC programs include emergency and transitional shelter, livelihoods, food and NFI distribution, water and sanitation, Protection and advocacy amongst others. The Danish Refugee Council works in more than 30 countries throughout the world. In Somalia, DRC has a wide range of programs in Somaliland, Puntland and South Central including emergency response, livelihoods and protection activities.

Purpose:

Logistics and Procurement officer supports and delivers all DRC/DDG Logistics and Procurement needs for project implementation in Somaliland.

Key Responsibilities:

Ensuring DRC/DDG procurement procedures are followed

All procurement Order Request passes the procurement stages of DDG/DRC
Guiding the drafting of derogations request from the program if procurement procedures cannot be followed for some reasons.
Advising on donor thresholds and guiding on available donor procurement procedures to be followed

Supporting Procurement for the office programs

Preparing and issuing RFQ, ITBs Purchase orders and drafting procurement contracts
Issuing tender documents to suppliers and ensuring maximum competitive process is followed in all project procurement.
Following best value for money and ensuring proper price negotiations for all SQs
Preparing tender analysis and facilitating tender opening with tender opening committee.
Sending contracts for review to Area Coordinator,Head of Procurement & Logistics to Country Director for,approval.
Drafting contract amendments where additional needs arises
Before purchased items, ensuring that all relevant documentations (GRNs GIV) are done.
Keeping procurement files up to date for audit and compliance report needs.

Registration, issuing and safe guarding DRC/DDG assets

Preparing and updating DRC/DDG assets and inventory list and preparation of asset disposal plans
Physical counting, accounting of assets, issuing assets and tagging of assets.

Procurement & Logistics monthly reporting

Updating procurement plans, procurement tables, verifying log sheets for fleet reporting and stock reports on a monthly basis.
Updating all Order Request (OR) received in the API excel sheets and continuing updating each procurement stage in the API reports.
Preparing monthly procurement report, quarterly inventory and asset reports and sending to Head of logistics & procurement DDG/DRC Somalia.

Supplier registration and framework agreements of recurrent goods & service

Preparing DRC/DDG approved list of suppliers for project operations
Screening of supplier names before signing contracts by filling due diligence forms from them and sending for screening for terrorism and sanctions lists.
Providing information on prices, availability, quality and delivery as required to the program.
Evaluation of supplier performance and preparing list of prequalified suppliers when request by the program
Registration of suppliers for framework agreement for recurring supplies and services.

Fleet Monitoring & movement planning

Overseeing the supervision of all drivers and ensuring that they follow DRC/DDG driving guidelines and operating vehicles with safety
Authorizing vehicle movement to field trips and ensuring good conditions of the vehicles operating for DDG/DRC.
Overseeing the Assigning of staff to vehicles and coordinating vehicle movements throughout day to day operations
Any other duties assigned by the Area Operations Coordinator.

Reporting:

The Procurement & Logistic Officer reports to the Area Operations Coordinator with dotted line matrix management to Head of Procurement and Logistics -Somalia

Personal Specifications

Essential:

Degree in procurement & supply chain management
Minimum 3 years working experience in an NGO at an equivalent level
Excellent command of written and spoken English, well versed in Windows Word, Excel and Access
Demonstrable leadership, coaching, mentoring, and team building skills
Strong working relations with multi-sectorial agencies
A team player with a strong cooperation ethic

GENERAL

Commitments: DRC has a Humanitarian Accountability Framework, outlining its global accountability commitments. All staff are required to contribute to the achievement of this framework into the work of DRC

Terms and Conditions

Availability: 26th March 2017

Duty station: Hargeisa, Somaliland,

Contract: 9 months with possibility of extension,

How to Apply

Application and CV 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. Applications should be send to drcjobs.sl@drcsomalia.org with a subject heading of “Logistics & Procurement Officer” Application deadline is 11th March 2017 ONLY shortlisted candidates will be contacted for the written test and interview.

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  • Company: Danish Refugee Council (DRC)
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