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Supply Chain Officer – Procurement and Assets Management

Danish Refugee Council

This is a Full-time position in Uganda posted October 24, 2021.

Supply Chain Officer – Procurement and Assets Management Jobs in Danish Refugee Council Uganda vacancies in Uganda at Danish Refugee Council

# Job Description

The Supply Chain Officer Procurement main objective is to provide efficient
and effective Procurement and Logistics implementation and smooth running of
departmental operations according to DRC’s internal and donor procedures, as
per the Operations Handbook. He/She will be responsible for procurement works,
goods and services and coordination of logistical operations under the NURI
Rural Infrastructure and Water Resource Management Interventions.

Key Duties and Responsibilities
• Procurement
• Establish a rigorous, accountable, and transparent procurement system,
compliant with the DRC Operations Handbook chapter on Procurement Management,
local law, and donor requirements.
• Advocate with all program teams in the field for procurement planning, in
line with DRC Operations Handbook and Area Performance Indicators APIs, this
includes leading the process of procurement planning and convening regular
meetings with Program colleagues to provide feedback on planned purchases,
committing to realistic timelines for delivery and implementation.
• Supervise all procurement processes and implement/reinforce a tracking
system for all local and central procurement on behalf of program teams.
• Responsible for ensuring a weekly Procurement Tracking Table/Template PRTT
is updated and accurate, circulated on a weekly basis to the Project Manager-
Project Support for review and subsequent sharing with Finance, and Supply
Chain Manage, Hoss and CD
• Widen the pool of local field suppliers and ensure the suppliers are vetted
according to DRC policies and maintain the supplier appropriate documents in a
database at field level with comments on performance and contract tracking.
• Send out RFQs with supplier code of conduct and ensure suppliers sign.
• Prepare and/or review Bid Analysis in a timely manner
• Prepare Purchase orders, attach relevant documentation and submit for
• Raise Payment Request for all payments to suppliers for goods and services
received, submit payment request to Finance Officer or Supply Chain Manager
for review and subsequent approval by Project Manager, Project Support, and
Country Director
• Follow up payment with Finance and give feedback to suppliers who call in.
• Escalate to the Project Manager-Project Support any procurement challenges
and any problems with suppliers.
• Enforce a zero-tolerance policy regarding corruption and contribute to
ensuring complaints are recorded and investigated appropriately, in line with
the DRC Code of Conduct and Accountability Framework.
• Coordinate with Supply Chain Manager to ensure that all issues are reported
and solutions are realized as the issues arise.
• Draft framework agreements for review by the Project Manager-Project Support
and Supply Chain Manager
• Draft works contracts in liaison with the Engineering unit for review by the
Supply Chain Manager and approval by the Project Manager-Project
Support/Country Director.
• Educate suppliers on DRC supply chain regulations and government
requirements, and ensure suppliers deliver the correct goods and request
technical certification by DRC expert staff
• Warehouses and Asset Management
• Maintain up-to-date inventory of DRC assets and ensure assets are managed
according to DRC standard Policies and procedures.
• Ensure all items USD 780 purchased and received from donors are captured in
the Dynamics FA module and tagged before handing over to Project Manager for
handing over to the end user.
• Ensure asset issue forms are prepared and signed by the Project Manager
Project Support, End user and uploaded in the FA module before the asset is
handed over to the end-user
• Ensure tags are removed from assets prior to disposal, particularly hard
drives which should be removed and wiped from computer products.
• Ensure assets that are approved for disposal are actually disposed of the FA
module. Maintain a disposition file.
• Ensure transfer of assets from holding location to assigned location has
approval from Country Director and the process is documented through use of
Asset Transfer Forms which should be uploaded in the FA Module.
• Conduct regular physical verification of asset items on Annual and semi-
annual basis to confirm availability of assets and submit to Project Manager-
Project Support for review with the Supply Chain Manager in copy.
• Support the Supply Chain Assistant in compiling a list of assets for
• Draft incident reports of for stolen items for review by Supervisor and
Supply Chain Manager
• Extract the asset report and submit to the Project/Area Manager for review
with Supply Chain Manager in Copy
• Any other duties as assigned by the supervisor in line with DRC line of
• Logistics
• Lead coordination between the logistics team and program managers to
facilitate effective, efficient, and timely implementation of DRC logistics
procedures according to DRC’s Operations Handbook on Warehouse, Assets &
Inventory, and Fleet Management chapters.
• Ensure Program Managers and other key program staff are informed of areas of
logistics responsibilities and where cooperation from other departments is
• Produce logistics reports on a weekly and monthly basis such as warehouse
stock report, fleet utilization report, and asset lists according to DRC’s
internal templates and procedures – ensure that correct templates are being
used and filled out in their entirety, flagging issues and gaps in
documentation to the Area Manager or Country Supply Chain Manager as required.
• Conduct spot checks of warehouse, fleet, and asset management to ensure
implementation and documentation is up to date and produce review reports on
areas where improvement is needed.
• Develop work plans with Logistics staff as necessary to increase compliance
and understanding of DRC procedures.
• Report all anomalies on documentation to the Area Manager and Country Supply
Chain Manager immediately.
• Enforce DRC’s Code of Conduct, support the Area Manager with any reporting
on issues related to corruption, collusion, and fraud.
• Fleet Management
• Ensure appropriate fleet management, in line with DRC guidelines, through
the use and verification of log books, fuel consumption registers and regular
servicing and maintenance.
• Analyze the DRC vehicle usage to maximize efficiency and ensure timely
program implementation.
• Inspect all DRC vehicles for registration and appropriate licensing
• Track all fleet and produce a consolidated utilization report on a monthly
basis for review by the Project Manager-Project Support.
• Make recommendations to Project Manager and Country Supply Chain Manager
regarding improvements to fleet utilization, vehicle maintenance, and disposal
on at least a monthly basis.
• Ensure Weekly Movement Plans are implemented and all KISS movements are
coordinated to other Area / Field / Country Offices are done in accordance
with the DRC Fleet Utilization Policy.
• Program Support
• Produce work plans for logistics and procurement staff and train staff on
regular updates of work planning and reporting against SMART objectives.
Ensure compliance with donor requirements regarding procurement, inventory,
and asset management.
• Train staff on compliance with internal reporting requirements and required
contributions to donor and other reporting.
• Support program teams’ and managers’ with logistics and build program staff

Education, Experience and Technical Competencies:
• With at least 5-years work experience in relevant field INGO or other
agencies experience in Supply Chain management.
• Proven ability in the implementation of large-scale logistics and programs
with large-scale procurement requirements.
• High integrity, pro-active, stable, robust character and a good team-player
• Highly motivated, results-oriented, and with well-developed problem-solving
• Ability to cope with heavy workloads and to work under pressure to meet
tight deadlines.
• Excellent communication skills
• Excellent analytical and negotiation skills.
• Proven commitment to accountability practices.
• Proven ability to prioritize tasks, meet deadlines, and work with limited
• Knowledge of computers: word processing, database management packages.
• Degree in Supply Chain/Procurement/Logistics Management.
• Over 3 years of post-graduate related work experience.
• Professional courses like CIPs and CILT are an added advantage.
• At least experience from 2 projects as Supply/ Procurement officer.
• Experience working in international NGOs

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**Closing Date** : 12 Nov. 2021

Supply Chain Officer – Procurement and Assets Management Jobs in Danish Refugee Council Uganda vacancies in Uganda at Danish Refugee Council

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