Supply Chain Assistant at The Danish Refugee Council (DRC)
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Job Description
TERMS OF REFERENCE
POSITION: Supply Chain Assistant
EMPLOYMENT SECTOR: Supply Chain
REPORTING TO: Supply Chain Team Leader
DIRECT COLLABORATORS: Support and program teams as well as suppliers and service providers.
DEPARTMENT: Supply Chain
LOCATION: Ruyigi with travel to MUYINGA and elsewhere.
PLACE OF DUTY: Based either in Ruyigi or Makamba, with regular travel to Bujumbura and DRC Burundi intervention areas
THE DEPOSIT DEADLINE: 02/03/2025
ASSIGNMENT :
The Supply Chain Assistant will ensure that procurement of supplies, services and works is efficient, cost-effective and in line with best practices, in accordance with DRC Supply Chain Operations Manuals and donor regulations. He/she will ensure good inventory management and contribute to the establishment of an efficient transport service. The Assistant will be based in the field either in Ruyigi while also covering the Muyinga office or in Makamba. He/she will however be required to work on all DRC operations in Burundi.
Job Industry
Job Salary Currency
Job Salary Fixed
NoKey Deliverables
• Responsible for the timely execution of procurement activities, with good value for money, while fully respecting DRC and donor procedures and regulations in this area.
• Receive PRs once approved in DRC Dynamics, review specifications before issuing RFQs, complete the procure to pay process in Dynamics ERP.
• Place purchase orders and draw up contracts with clear specifications on the supplies/services/works ordered and ensure that relevant annexes are referenced and attached.
• Ensure that requesters select the purchasing agreement item number for all items under the framework agreement and track purchasing expenditures under purchasing agreements and long-term contracts.
• Maintain proper and clear documentation of purchasing records from purchase requisition through delivery/end of purchasing cycle.
• Alert requesters about expected lead times for their supply/purchase requests and inform them once the requested goods are delivered so that they can check and confirm specifications.
• Receive invoices and delivery documents from suppliers and prepare payment requests, ensure their approval and submit them to finance for payment.
• Monitor all service contracts issued by the country program, including rental contracts, security service contracts, internet services and insurance.
• Prepare monthly inventory reports and share with team leader for review.
• Contribute to ensuring adherence to purchasing plans by working closely with relevant budget owners and the Supply Chain Team Leader.
• Managed office supplies inventory ensuring required products were ordered on time.
• Comply with the DRC Code of Conduct and DRC Anti-Corruption Policy and ensure that any potential conflicts of interest are promptly reported and disclosed.
• Classification and archiving of documents on Sharepoint while respecting the file naming protocol.
Reports
• Weekly PR/PO Tracker Status Report
• Stock and inventory reports
• Any other requests related to logistics
Essential Qualities
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• Diploma/Certificates or accreditation in supply chain courses; • Minimum of 2 years of experience in the purchasing and logistics function in an active working environment, preferably in an NGO; • Familiarity with donor procurement guidelines: UN Agencies, DANIDA, FCDO, USAID, ECHO, SDC, SIDA, etc. • Strong work ethic with high integrity and transparency • Ability to work under pressure and meet tight deadlines. • Fluency in Kirundi, French and knowledge of English are assets. • Experience working with national partners, local/government authorities and humanitarian organizations. • Experience using DRC Dynamics ERP system. • Good communication and feedback skills. • Excellent communication skills (oral and written) LANGUAGES : • French, oral and written (fluent) • English, oral and written (professional skills) • Kirundi, oral and written (fluent) • Swahili, oral (an advantage)
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