The Supply Chain Manager mainly provides coordinated and strategic leadership for all supply chain functions (Procurement, Warehousing, Logistics and Fleet management functions) to ensures the smooth running of all support functions to meet the program needs in line with the DRC Operations Handbook, donor and government rules and regulations.
This role has a focus on Uganda Country Operations and ensures compliance to DRC procedures and guidelines within the country. The role contributes to the development of country strategies, which are translated into action plans and day-to-day tasks. The role provides support and/or technical guidance to country operations while overseeing country and field office activities.
Requirements
- The applicant must hold a Bachelor’s degree in Business Administration, Logistics or relevant sector and field experience.
- At least 5 years’ experience in senior Supply Chain function in a Humanitarian context;
- At least 3 years’ experience with people management
- Knowledge of project cycle management
- Knowledge of supply chain management and procurement processes and documentation.
- Knowledge and experience of dealing with service providers and contractors’ management.
- Experience with construction and site project management.
- Knowledge of budget cycle and monitoring processes
- Knowledge of key donor policies and compliance procedures, like UNHCR, WFP, Danida
- Experience working with DRC Dynamics or a similar ERP system
- Full professional proficiency in English
- Excellent communication skills – both oral and written
- Skills on local languages will be an asset.
- Languages: Excellent Communication skills in English required.
General Management
- The SCM oversees the day-to-day management of a team of 3 Supply Chain staffs based in the DRC Country office as well as technical guidance to 4 Supply Chain staffs based in different bases in Arua provinces.
- Ensuring all staff have clear work plans, work efficiently, are clear on required tasks and report back on their work frequently
- Conduct monthly meetings with all relevant supply chain staff either in person or online. Minute these meetings and ensure action points are acted upon. Ensure SC staff communicate clearly, pro-actively with relevant stakeholders including suppliers and colleagues
- Conduct ongoing staff performance appraisals leading to annual appraisals using DRC’s systems, development of team capacity building plans and individual development plans as appropriate.
- Build the capacity of team leaders and staff, developing and implementing guidance, on the job training and supervision, mentoring and coaching, working in a structured manner, planning, filing, communication, being pro-active and responsive, ensuring supply chain staff see themselves as an internal service provider to the overall operations.
- Ensure implementation of DRC & external audit recommendations relating to Supply Chain components
- Ensure that all Supply Chain department staff in Uganda are aware of the procedures to whistle-blow for corruption and other breaches of the Code of Conduct (CoC), including reporting mechanism liaising with COC department.
- Develop and support team spirit, ensure smooth team working between Supply Chain and programme teams.
Procurement
- Ensure procurement procedures are followed including developing of procurement plans and trackers, with timely procurement
- overall support the procurement process to ensure compliance to DRC and Donor rules and regulations relating to SC, particularly in relation to local procurement and anti-corruption measures
- Oversee operational procurement in the COs to ensure timely, cost-effective, value for money, quality and adequate delivery of commodities and services and to maintain continuous communication with requesters
- To ensure all procurement procedures, practice, and documentation meet standards set in the DRC Operations Handbook, and in accordance with donor requirements, to bring transparency and accountability to the Supply chain processes.
- Responsible for the review high value documentation
- Review Tenders (National and International) documents before advertising in coordination with the Regional Office (RO) support.
- Provide Support in tender opening committee processes for ITB/RFP procurements as per the Country Supply Chain Work flow and review tenders before awarding of contracts
- Closely follow department KPIs and ensure that monthly report submissions are timely and of high quality.
- Constantly monitor the Supply Chain staff interaction with suppliers ensuring compliance with segregation of duties, DRC Suppliers Terms and Conditions and DRC’s Code of Conduct
- Ensure DRC’s supply chain process leads to the best value for money outcomes for DRC and its persons of concern, including through conducting market surveys in key categories
- Conduct regular visits to each field office to assess and support compliance and implementation of Operation Handbook volume on Supply Chain (including all updated policies on DRC intranet) across all field offices
- Provide support to field sites to manage the tendering process (TOC report, technical analysis and contract award)
- Compile and provide monthly procurement reports to SMT and/or AMs
- Liaising with the RO organize procurement trainings and refresher trainings (if/when needed) for Supply Chain staff
- Ensure that 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
- Support the operation to Plan, Prepare, carry out the process of establishing Frame Work Agreements for all items as per DRC procurement guidelines and assist in the preparation of standardized supplier prequalification documentation
- Flag bottlenecks and weaknesses in internal SC control to be addressed by management
- To ensure fair, transparent and professional dealings with all external suppliers and contractors in line with the DRC Operations Handbook
- Ensure Purchase Agreements for strategic commodities are registered in dynamics based on review and analytics of DRC Dynamics data.
- Participate in New projects kick off meetings when required
- Ensure PR and PO clean ups and sit in project close out meetings to ensure no outstanding committed costs are cleaned before a project is closed.
- Oversee the Creation of Country Office (CO) vendor prospects and conduct prohibited parties search, due diligence for all new vendors ensure Proper filing as per the archiving SOP of all supplier’s registration documents including approvals.
- Technical lead for Supply Chain module in DRC Dynamics [ERP system] and support Supply Chain staff, Area office Supply Chain staff and other staff as well as Technical Managers including providing regular refresher trainings
- Review CO Procurement dash boards; analyze and make informed strategic decisions and recommendations to CO SMT and Regional Supply Chain Manager (RSCM).
Fleet management
- Ensure compliance and implementation of Operation Handbook volume on Fleet Management of (including all updated policies on DRC intranet) in country;
- Ensure the entire fleet in the country is run efficiently. Advise on Fleet utilization and right sizing of fleet requirements as per program needs. This includes weekly movement plans; prioritisation of movement needs of staff and programme activities and forward planning
- Ensure fleet maintenance is conducted efficiently and the fleet is fuelled properly. This includes frequent and pro-active interaction with relevant UNHCR and other partner staff
- Provide monthly comprehensive country reports on fleet management (costs) to SMT and UNHCR.
- Oversee filing of CO fleet documents i.e. drivers’ docs, maintenance records, fuel reconciliation, insurance docs, log sheets and logbooks and monthly fleet performance reports as per the archiving SOP
- Effectively convey fleet procurement and logistics procedures to staff and supervise their implementation.
Warehouse Management
- Responsible for oversight of Warehouse and stocks Management
- Support effective warehouse management in accordance with the DRC Operations Handbook and/or donor requirements.
- Ensure the review and submission on timely and accurate stock reports from the COs on a monthly basis
- Strengthen staff capacity and warehouse management processes.
- Liaising with the SC staff in the field offices ensure stock is properly recorded and kept and discrepancies reported.
- Working closely with the program team members ensure proper monitoring of stock and distributions carried out before project closeout
- Organize disposal of old stock and assets as per DRC/Donor guidelines.
- Provide guidance in disposal methods for unused or expired commodities (broken, expired etc.)
Assets management
- Ensure compliance and implementation of Operation Handbook volume on Assets and Equipment Management (including all updated policies on DRC intranet) across all field offices
- Provide monthly comprehensive country reports on Assets to SMT
- Ensure that the Fixed Asset Register (FAR) is updated and verified quarterly in Dynamics and copied to the Head of Support Services in the COs
- Support and lead Regular Asset verification process in all offices, Assets are tagged and ensure the assets are included in the Asset list and signed by Area Managers.
- Ensure that all procedures and documents pertaining to Asset Management as per the DRC Operations handbook are in place and being followed.
- Ensure donation certificates with recipient’s signature are obtained and filed for all assets and equipment donated to beneficiaries/partner groups or received from donors.
- Oversee asset disposal mechanisms are in place and compliant with Donor and DRC policy and guidelines
- Review CO Assets dash boards; analyze and make informed strategic decisions and recommendations to CO SMT and RSCM
Planning and strategy
- Ensure that annual planning for support services is done including the setting and meeting of targets ensuring these targets are closely aligned with programmatic needs
- Ensure that project planning includes relevant support service requirements (such as lead times and appropriate budgets)
- Ensure that resource mobilization is realistic and meets the needs of support functions, using the operations budget to input into proposals
- Ensure that support services are fit for purpose to meet program needs
- Be the focal point for the compliance self-check, risk register, internal audit, and results contract
- Work with the Area Manager, Support Services Manager and Head of Support Services to ensure each of the sub departments (Supply Chain, fleet, assets, warehouse) have targets and are meeting them, in line with the DRC Operation Handbook
Representation
- Build and maintain strong relations with external stakeholder where this relates to Support Services. This includes with suppliers, relevant governmental bodies, etc.
- DRC Dynamics ERP System
- Ensure ERP functionality is properly used by relevant staff
- Apply reports and data analytics from DRC Dynamics to improve overall performance
- Act as a super-user for Supply chain functionalities
