Procurement & Logistics Assistant

BACKGROUND:
DRC is a Danish international non-governmental organization, which promotes and supports durable solutions to the problems faced by refugees and internally displaced people all over the world. DRC is present in more than 30 conflict territories around the world assisting displaced people with shelter, food, income generating activities, legal aid and a wide range of other protection assistance.
Danish Demining Group (DDG) is a unit within DRC Danish Demining Group (DDG) is a Humanitarian Mine Action Unit in the Danish Refugee Council (DRC). DDG operates in some of the most fragile and conflict-affected places in the world. The focus is on those countries most affected by landmines and other explosive remnants of war as well as widespread proliferation of small arms and light weapons.
DRC-Kenya Program works primarily with displaced Somalis and Kenyan communities who host them. The programming’s main focus is livelihoods and protection during displacement and possible return.

PURPOSE:
The Procurement & Logistics Assistant will work closely with the logistic departments of DRC & DDG Kenya Country Program. S/he will embrace team work spirit ensuring compliance to DRC and donor logistics rules, regulations, systems and reporting and to supports the budget holders to ensure timely, responsible, cost effective and accurate use of funding.

KEY RESPONSIBILITIES:
Procurement

• Develop, in collaboration with the programme teams, a coherent procurement master plan that takes into consideration DRC’s Procurement Policy, as per donor requirements, project duration and needs, lead time and delivery constraints.
• Ensures proactive and documented adherence to procurement plans in all DRC KE locations in close liaison with relevant managers.
• Maintain a high quality procurement system, which is accountable, transparent and compliant with DRC Procurement Policy and donor requirements.
• Maintains, disseminates and follows-up on procurement tracking and spending and provides needed analysis; manages all import/export issues; ensures lessons and feedback from procurements are documented and acted on.
• Ensure that the filing system to record and archive all procurements is rigorously maintained.
• Ensure the maintenance of a supplier prices database and develop robust local supplier relationships.
• Carries out procurement in compliance with DRC and relevant external rules/regulations in a timely manner with a value-for-money lens and with a high level of integrity; ensures all procurements are thoroughly documented and properly archived; ensures items are received in good time and meet requestor specification
• Carries out selection/use of pre-qualified suppliers; maintains vendor rating and black-lists; ensures fair vendor selection for all procurement processes (SQ, RFQ, ITB, etc) per the set thresholds. Receive all OR(Order requests) from various department and programs and establish a filling system
• Execute orders by sending request for invitations, receiving bids, analyzing and raising of orders and follow up on deliveries of orders with suppliers
• Undertake regular analysis of market prices for the Kenya Program Price List
• Assist in auditing payment documents, raising and processing payments submitted to Nairobi
• Take a lead in updating and sending out of the Purchase Status Report (PSR) and other related procurement reports
• Monitor consumption levels for stationery and advice on re-ordering
• Participate in tender processes

Asset & Inventory Management

• Ensures DRC warehouses and stock are managed according to DRC and international standards and items are disposed of as per DRC and donor rules/regulations;
• Ensure that procured stocks are received, registered, and dispatched in an efficient and accountable manner.
• Ensure that the filing system of records of all stock movements are documented for rigorous archiving when required for audit
• Conduct physical stock checks periodically and investigates discrepancies.
• Support the establishment/decommissioning of DRC warehouses; ensures adherence to warehouse safety standards including insurance.
• Receive supplies from vendors and raise relevant documents, check and count of incoming stock and reconcile it with requisitions and purchase orders
• Streamline asset filling systems and ensure all files are labeled and up to date
• Responsible for accurate assets registration, tracking, tagging, and archiving of asset lists/registers.
• In collaboration with field based LPOs, ensure appropriate documentation of all assets in the field and report any damage.
• Quarterly, conduct a physical verification of all assets in the Assets Register to ensure that all asset inventory is tagged, recorded and reported to management in accordance of DRC’s guidelines.
• Oversees repair/maintenance of office/compound assets, equipment and machines as needed

Logistics

• Facilitate in dispatch of goods to filed location
• Any other duties as assigned by management

QUALIFICATIONS & EXPERIENCE:

• A Bachelor’s Degree in any business related field with a specialization /bias in Procurement & Logistics,
• CIPS qualification and KISM membership will be an added advantage.
• At least 2 years progressive relevant on job experience, preferably in a busy NGO setting. Previous experience in storage, inventory management, material handling and distribution of materials.
• Sound knowledge of material handling procedures
• Knowledge of occupational hazards and safety precautions applicable to a warehouse
• Sound knowledge of computer and word processing/database management packages
• Excellent communication skills and able to work with others in a participatory and capacity building manner
• Should be flexible and work effectively in a fast-paced environment
• Decisive individual and works well under pressure, particularly when faced with unexpected events or delays

POSITION DESCRIPTION:

Location : Nairobi;Start Date : Immediately

Duration : 5 months with possibility of extension (3 months’ probation)

REPORTING ARRANGEMENTS:
Reports to: Procurement & Logistics & Officer

GENERAL
Commitments: DRC has a Humanitarian Accountability Framework, outlining its global accountability committments. All staff are required to contribute to the achievement of this framework into the work of DRC (http://www.drc.dk/HAF.4265.0.html)

HOW TO APPLY:

Application Process

Qualified candidates are invited to submit their applications which should include a 1-page cover letter clearly stating their motivation and qualifications and a CV. Applications should include contact details of three professional referees who have supervised the candidate in the last five years. One referee must be the applicant’s most recent manager. Only applications that address the stipulated duties and meet the required qualifications will be considered.

We only accept applications sent via our online-application form on www.drc.dk under Vacancies. Applications should be sent no later than: 8th August, 2016.

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