Supply Chain Coordinator, Tanzania and Burundi at Danish Refugee Council

Warehousing:

Warehouse Management: Ensure all warehouse standards as per the DRC Operational Handbook is adopted and conduct comprehensive assessment in the warehouses in all locations, using the Warehouse tracker in SharePoint, and review and approve all relevant reports, conduct inventory count, and produce a clean inventory report.

Asset Management (for Tanzania and Burundi):

Ensure asset management standards are implemented and adhered to. Conduct, update and maintain comprehensive asset verification for all locations to ensure all resources are accurately accounted for and registered, including physical inventory, and intangible assets, with a warehouse check. Prepare asset disposal of damaged assets, ensuring compliance with the organization’s standards.

Procurement (for Tanzania and Burundi):

• Manage the entire process of the planning of procurement and supply chain activities ensuring cost and time efficient delivery of services in compliance with DRC and Donors regulations.
• Collaborate with Program staff, Area Managers and Supply Chain teams in area offices for proper procurement planning in project design and implementation stages. Ensure that procurement plans are prepared, monitored and updated at Country and field office levels.
• Lead and manage a country wide (for Tanzania and Burundi) prequalification of vendors for all categories and make sure that the process is transparent, consistent and we identify the right vendors for our goods and services.
• Develop and implement aa clean procurement KPI tracker, review and recommend on any addition necessary to the DRC Tanzania and Burundi programs.
• Develop framework agreements for all major procurement of goods and services across all locations and ensure compliance to value for money and procurement efficiency and benefits.  
• Review ITB (Restricted, National and International) documentation before advertising or inviting suppliers
• Ensure all procurement documents are properly stored and archived to provide an appropriate audit trail for any internal and external audits.
• Conduct market surveys in key categories to ensure that DRC is receiving best value for money.
• Provide support for the field procurement team and manage the tendering process (TOC report, technical analysis and contract award).

Team Capacity Building (for Tanzania and Burundi):

Offer on-job training to enhance the SC team's skills, particularly in procurement, contract and supplier management, Fleet management, Assets management and market assessment. This is critical work as we have quite a number of new SC teams in the area offices

Fleet Management (for Tanzania and Burundi):

Design a maintenance schedule and plan for vehicles and Gensets, ensuring all the procurement is in place with an emergency stock in areas we own cars and generators. Review the current fuel tracking reports to identify discrepancies. Create an online, user-friendly Excel-based tracker for real-time updates and improved monitoring.

Emergency Response Support (for Tanzania and Burundi):

Support the Supply Chain in related emergency response focusing stock management/record keeping, vendor prequalification, procurement of emergency stocks, and management of emergency warehouses.

Enforcing compliance & implementation of DRC procurement procedures

• Ensure adherence to DRC procurement policies & procedures as detailed in the Operation Handbook (OH)
• Ensure strict implementation, enforcement & adherence to the DRC procurement threshold (Revised Version)
• Propose areas where the DRC internal processes should be improved with the aim of increasing Value for Money, reduction of risks to the organization and improved efficiencies where they can be made.
• Frequently train all staff involved in Supply Chaing on Code of Conduct matters related to Supply Chain with the aim of reducing the risks of non-compliance and ensuring all staff involved in Supply Chain matters know the DRC and donor rules applicable on them.
• Ensure proper application of ERP supply chain processes in the area offices/country office.
• Apply reports and data analytics from ERP supply chain system to improve supply chain performance.

Field Visits and monitoring

• On a routine basis, visit field offices to monitor supply chain activities progress
• Any other duties assigned by the supervisor/Line Manager.
• Update procurement tracking sheets on weekly basis.

Report writing/ communication

• Be in charge of all SC related report writing, internally but also externally.

Pro-actively communicate internally (with the country team, the Regional Office and Head Quarters) and externally on all Supply Chain related matter, based on instructions from HoSS and Area Manager.

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