Supply Chain Officer at Danish Refugee Council (DRC)

Purpose

Provide support to the program by undertaking technical and practical operational tasks to ensure smooth, safe, and efficient operation of supply chain activities in accordance with the Operations Handbook and Program Manual with adherence to the donor guidelines.

Duties and Responsibilities: 

Under the supervision of the Supply Chain Team Leader, the holder of this position shall perform the following duties:

Responsibilities: 

Procurement & Compliance

• Ensure timely, transparent, and cost-effective procurement of goods and services in accordance with DRC policies.
• Manage local purchase orders (LPOs), quotations, bid analysis, and supplier contracts.
• Ensure all procurement transactions are properly recorded in DRC Dynamics (DYN) and procurement trackers.
• Conduct market assessments to update supplier databases and ensure competitive pricing.
• Follow up with vendors on deliveries, quality issues, and contract performance.
• Coordinate framework agreements and high-value procurements in collaboration with the Supply Chain Team Leader.
• Ensure that procurement documents are complete, well-filed, and audit-ready.

Fleet & Transport Management

• Oversee DRC's fleet system to ensure operational efficiency and compliance with the DRC Fleet Operational Handbook. 
• Manage vehicle requests and driver assignments for both DRC-owned and rented vehicles. 
• Ensure vehicle registration, maintenance, fuel tracking and safety compliance. 
• Track dispatched vehicles and provude updates to the Safety and Security team on potential risks. 
• Ensure that owned and rented vehicles are in safe working conditions as per DRC checklists. 
• Follow up on fuel consumption, repairs, and cost tracking for vehicles and generators. 
• Maintain contracts for rental vehilces and ensure proper documentation. Provide training to drivers on safety protocols and fleet policies. 
• Coordinate safe flight and helicopter bookings when required. 

Asset & Equipment Management

• Ensure all assets (including IT equipment, vehicles, and generators) are registered, tagged, tracked, and regularly maintained. 
• Maintain an updated asset register in DRC Dynamics (DYN) and track movement of assets across locations. 
• Conduct periodic physical verification of assets and ensure compliance with DRC's Asset Management Handbook. 
• Manage asset disposal process as per donor and DRC guidelines. 
• Coordinate repairs and replacements of damaged or lost assets. 

Warehouse & Inventory Management

• Ensure proper storage, handling, and documentation of goods in accordance with DRC's Warehouse Management Handbook. 
• Maintain accurate stock records and ensure all warehouse transactions are properly documented. 
• Ensure that stock movements (receipts, distributions, dispatches) are recorded in DRC Dynamics. 
• Conduct regular stock counts and warehouse inspections to ensure compliance with safety and inventory standards. 
• Work with program teams to ensure timely dispatch of items to field locations. 

Facilities & Officer Support 

• Manage office and guest house maintenance requests, ensuring timely repairs and upkeep. 
• Track all facility-related expenses and advise management on cost-effective solutions. 
• Ensure cleaning and security services are properly managed and contracts are in place. 

Capacity Building and Training 

• In coordination with the Supply Chain Team Leader, organize training for drivers, procurement staff, and warehouse teams. 
• Provide guidance to program staff on procurement, fleet, and asset management policies. 
• Ensure continuous improvement of supply chain processes through staff mentorship and best practices. 

Qualifications 

• Bachelor's degree in Logistics, Administration, Business, IT, Engineering, or other related field(s). 
• Minimum 4-5 years of experience in supply chain management, procurement, or logistics (preferably in the humanitarian sector).
• Strong knowledge of procurement procedures, contract management, and market analysis. 
• Experience with fleet and asset management, including vehicle tracking, fuel monitoring, and maintenance schedules. 
• Knoweldge of warehouse management principles, including stock tracking and inventory control. 
• Familiarity with Microsoft Dynamics (DYN) or similar ERP/procurement software is an advantage. 
• Strong understanding of donor procurement regulations (e.g., ECHO, UNHCR, BHA, DANIDA, USAID). 
• Excellent communicaiton and negotiation skills. 
• Ability to work under pressure and manage multiple priorities. 

Desirable: 

• Flexible and willing to work in a remote setting when required and also willing to travel to different field locations. 
• Experience with standard procurement procedures and documentation. 
• Experience with construction and site project management. 
• Experience working with electronic vehicle tracking platforms. 
• Basic to intermediate experience with auto mechanics and electrical installations. 
• Experience working with an (I)NGO.