Logistics and Procurement Manager at Danish Refugee Council (DRC)

Tasks and Responsibilities

• As an integral staff member of the Danish Refugee Council, the Logistics and Procurement Manager will provide support to the programme by undertaking technical and practical operational tasks to ensure smooth, safe and efficient operation of logistical activities. The post holder will support the HoLP in the head office as well as other sub offices in Mubi, Abuja, Maiduguri and Damaturu.
• The job holder may deputies the Head of Procurement and Logistics as required.

Under the supervision of HoLP:

Planning and Operation: The Logistics Manager will support HoLP on:

• Implement sustainable and robust procurement and logistics systems for the efficient and effective delivery of operations in the area of operations following DRC/DDG’s operational handbook
• Ensure the timely implementation of recommendations and improvements indicated by the Head of Logistics and Procurement or requested by Country Director/Head of Bases.
• Support the HoLP in developing procurement plans in collaboration with the Project Managers, HoFA
• Ensure efficient and timely ordering of all items procured to ensure timely access to necessary goods and services for the area of operation, including through delivery to point of distribution as necessary
• Ensure compliance with donor requirements, rules and regulations, particularly in relation to local procurement and anti-corruption measures.
• Liaise with the Head of Office, HoLP and other managers in the area of operations on all logistics issues to ensure that all bottlenecks to delivery are overcome
• Upon request the logistics and procurement manager will represent DRC at Logistics Working Group in area of operations or Abuja and be and active actor
• Ensure that all suppliers and service providers conform with the Code of Ethics
• Ensure that all contract payments are processed in a timely manner
• Ensure that the asset and inventory register for the Area of Operations are up-to-date at all times, equipment and inventory are clearly identified and tagged. Ensure inventory lists are updated on monthly basis and submitted to the HoLP on monthly basis and upon request for good tracking and donor reporting matters.
• Ensure that the warehouses in the area of operations are operated in an effective and efficient manner, with timely disbursement of materials as requested
• Ensure that the fleet management requirements are actioned on a monthly basis
• Provide input for project proposals and budgets as requested
• Ensure that suggestions to be made and communicated to to optimise field offices support costs and communicate effectively to the HoLP including suggestions for changes.
• Build procurement and logistics capacity with the Logistics Team in Nigeria
• Ensure that all relevant non-logistics staff (particularly including programme and finance staff) are trained on logistics procedures
• Ensure that all new staff in area of operations have received a comprehensive logistics briefing on arrival
• Ensure that the organisations’ security, financial and human resources policies and practices are implemented in relation to all logistics department staff and activities in area of operations
• Support all program activities in logistics related functions (such as construction, in-kind distribution or cash distribution etc…)

Logistics and Procurement Objectives:

• Compliance procurement and equipment management of Abuja office as defined in the Danish Refugee Council’s Operations Handbook.
• Fleet management (Vehicles and generators).
• Human resources management (Storekeeper, logistics assistant fleet).

Administrative Objectives:

• Manage filling system when it comes to soft and hardware filling systems.
• Reporting: on monthly basis
• Compile logistics and procurement reports and submit to the HoLP.
• Compile Logistics reports and submit to the HoLP.

Detailed Task and responsibilities
The logistics and Procurement Manager is expected to:

Procurement:
Upon the request of line manager, the Logistics and Procurement Manager is to:

• To undertake local purchasing in accordance to DRC’s Procurement Policy and Operations Handbook standards.
• Ensure goods purchased are in accordance with specified requirements and match given specifications.
• Negotiate for favourable terms for purchase, e.g. discounts and credit, and follow up with the Finance Department to ensure payments are made to the suppliers promptly.
• Ensure goods purchased are delivered to the appropriate location and/or person(s) in a timely manner, providing continuous feedback to the Procurement and Logistics Manager.
• Contribute in finalizing procurement requests for current grants as well as assisting in procurement plans.
• Manage procurements ordered by the projects in a cost-effective and transparent manner in line with DRC and donor specific policies
• Implement framework agreements and framework contracts for recurring and routine procurements
• Oversee the development of vendor lists and supplier registration and conduct regular evaluation of existing suppliers and contractors
• Ensure that all orders are tracked correctly and that order tracker is circulated to programme managers on biweekly basis
• Participate in evaluation of bids and proposals when requested and assist with the preparation of contracts.

Warehousing:

• Assist with warehouse management tasks when required including ensuring warehouse documentation is maintained in accordance with DRC policies, overseeing deliveries to and dispatches from DRC warehouses and checking stocks levels.

Capacity building:

• In consultation with HoLP, plan and manage the capacity building of all logistics and procurement staff, in addition to providing support to programme staff on procurement procedure

Fleet management:

• Assist the management on fleet and driver’s management including movement planning, maintenance of vehicles/generators and services and ensuring they carry the correct equipment
• Review effectiveness of existing fleet allocation system and provide recommendations for increased efficiency.
• Oversee the compilation of regular fuel consumption reports and monthly vehicle utilization analysis and ensure adherence to DRC’s vehicle policy.
• IT and Assets/Inventory
• Support HoLP to ensure that appropriate IT systems and support is provided to all offices.
• Oversee all tasks related to asset management including maintaining the asset register, asset cards and personal issue forms. Perform a quarterly physical asset check.
• Support and provide Technical Guidance towards the Field Offices

Key Requirements
Education:

• Bachelor or Higher Diploma in Logistics or equivalent in Administration, Economics or Business.

Essential:

• Progressive 2-5 years of experience in managing logistics and procurement in supply chain management in an emergency environment including procurement, transport and distribution, warehouse and stock management and vehicle and fleet management preferably in an INGO.
• Fluency in written and spoken English. Fluency in local spoken languages such as Hossa, Fulani, etc.
• Must have strong reporting and communication skills and excellent computer skills in MS Word & Excel.
• Knowledge & experience of dealing with service providers and contractors and management.
• Strong planning and coordination skills.
• Experience of building and developing the capacity of logistics staff through the use of training, performance management frameworks and development plans
• Commitment to and understanding DRC’s aims, values and principles

Desirables:

• Flexible & willing to work in a remote setting & to travel to other project locations.
• Ability to work under pressure to deadlines and stress.
• Ability to work independently on his or her own initiative
• Strong team and interpersonal skills
• Strong analytical and negotiations skills
• Willing to travel to DRC offices within Nigeria.
• Experience with standard procurement procedures and documentation.
• Experience with construction and site project management
• Experience with auto mechanics or electrical installations.
• Relevant qualifications or training courses.
• IT skills
• Excellent interpersonal and team skills

Conditions and Remuneration

• Availability: End August/Early September 2016
• Salary and conditions: In accordance with Danish Refugee Council’s Terms of Employment;