Supply Chain Team Leader- Logistics at Danish Refugee Council (DRC)

Supply Chain Team Leader- Logistics Borno provides support to the programme 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 & Key responsibilities

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. 
• Follow up with relevant Storekeepers to get updated weekly and monthly stock reports.
• Study, amylase and explain stock reports to area manager and supply chain manager.
• Initiate sporadic physical stock counts in collaboration with programme staff.
• Ensure quality of goods received are in alignment with specifications in purchase request in collaboration with relevant technical programme staff.
• Guarantee live update of stock report and dissemination to relevant management and staffs on a weekly basis
• Archiving of Warehouse documents both hard copies and soft copies.
• Explain and discrepancies of stock reports to management and archive it.
• Make sure stock reports are received and released as per DRC procedure, online via Dynamics system and offline.
• Work closely with supply chain manager and transfer information to storekeepers.
• Field visit to all DRC warehouses across Borno and Yobe state to make sure standard procedure is in place and followed.
• Advise management on exciting new warehouse spaces, need on new places with support from logistics team and procurement.
• Follow up with Logistics cluster on regulations and shipment movements.
• Dispose of items as per DRC procedure and government regulations.

Assets/Inventory  

• All Assets and General programme equipment are received, registered, tagged and updated as per DRC procedure an all Borno and Yobe state DRC bases.
• Inventory check on Assets and GPEs as per DRC procure monthly, bi-annually, and annually in all Yobe and Borno DRC bases.
• Follow up with HR and IT to issue assets and GPEs to new staff arrival.
• Follow up with HR and IT to receive issues assets to all staff leaving the mission.
• Work closely with supply chain manager, relevant logistics staff to make sure Assets and GPEs inventory database are updated accordingly to DRC operational handbook.
• Submit Assets and GPEs reports to donor up on closing of each project, and whenever requested.
• Plan with HR, IT and Procurement on need for new Assets.
• Archive of Assets and GPE documents both hard copies and soft copies.
• Dispose and transfer of Assets, GPEs as per DRC procedure and government regulations.

Fleet Management

With Coordination with Supply Chain Manager, Supply Chain Team Leader-Logistics  make sure fleet system is in place:

• DRC Fleet Operational Handbook is in place, explained and followed.
• DRC vehicles are registered, tagged, tracked, and maintained.
• DRC generators are registered, tagged, tracked, and maintained.
• Follow up on fuel consumption reports and make sure they are within the acceptable frame.
• Follow up with safety team on regular bases and share updates on critical situation with the team.
• Place contract for vehicle agreement whenever required.
• Train DRC and hired drivers on DRC’s driving rules and skills.
• Supervise and follow up with drivers to make sure all their vehicles are in safe condition as per DRC’s vehicle checklist and all equipment necessary are available within each vehicle.
• Follow up and get feedback from programme team for the performance of drivers and condition of their vehicles.
• Make sure all generators are in good working condition, and they are maintained on regular bases.
• Booking flights and helicopter trip for DRC staff and communicate regarding their trips.
• Check that the rented vehicles are in line with the approved documents and approve the monthly payments;
• Ensure base vehicles and generators are serviced on time and that records are properly kept in appropriate folders;
• Follow-up the fuel consumption and verify the monthly payment for vehicles and generators;
• Liaise with the procurement team and other log team members to facilitate the receipt and dispatch of supplies;

Facilities

• Receive Maintenance Facilitates requests from staff at both office and guest houses and make sure they are followed, maintained on timely manner with Facilities officer.
• Track all requests.
• Study and analyze all requests and advise management on best way forward.
• Track all expenses on facilities.
• Work closely with Fleet team on Generator and Vehicle and other machinery.

Supply Chain -Logistics Staff management

• Supervise supply chain -Logistics unit team in Borno.
• Provide technical and leadership for supply chain team (Officers, assistants, and drivers), who are directly reporting this position.
• Manage and motivate a team of supply chain staff
• Improve the overall supply chain performance and look for any possible innovations to the process
• Set performance objectives and annual appraisal for supply chain unit staff.
• Manage and minimize the risks (for example operational or reputational) that could affect or interrupt the supply chain
• Assist Area Manager in budgets follow-up for support cost mainly related to logistics management;
• Assist Area Manager in preparation of operation budget during project proposals when required.

Capacity building

• In consultation with Supply Chain Manager, plan and manage the capacity building of all staff, in addition to providing support to programme staff on relevant procedures and processes.

The responsibilities listed in the JD are not exhaustive and may be readjusted according to operational needs but will remain in line with the overall purpose of the role.

Experience and technical competencies

Education

• Minimum of a bachelor’s degree in Logistics or Business Administration or Purchasing and Supply with relevant professional experience

Essential

• Minimum of a Bachelor’s Degree in Logistics or Business Administration or Purchasing and Supply;
• Certification in CIPS, CILT, CSLP, Supply or Logistics desirable;
• At least 3 years experience in supply chain, especially logistics (warehouse, assets, facilities, fleet) management preferably in humanitarian organizations;
• High level of Integrity and transparency;
• Excellent people management skills combined with the ability and desire to further develop staff capacity;
• Strong organization and management skills and ability to coordinate a diverse range of people and responsibilities;
• Ability to organize and prioritize workload, using initiative when appropriate and demonstrate good judgment;
• Possess strong analytical, communication, interpersonal and negotiation skills;
• Effective multitasking skills with ability to coordinate and handle pressure/stress well
• Flexible, able to live and work in a stressful and insecure environment.
• Excellent computer skills in MS Word & Excel
• Experience in ERP System.

Desirable

• Flexible & willing to work in a remote setting & to travel to other field locations.
• Experience with standard procurement procedures and documentation.  
• Experience with construction and site project management.
• Experience with auto mechanics or electrical installations.
• Experience working in an (I)NGO
• Excellent organizational skills, self-motivated, proactive and able to accomplish set deadlines.
• Willing to meet deadlines with minimum supervision.

 Languages

• Fluency in written and spoken English. Fluency in local spoken languages.

Required Skills & Qualities

• Core Competencies of DRC:
• Striving for excellence
• Collaboration
• Taking the lead
• Communication
• Demonstrating Integrity
• Ability to work in a multinational and multicultural environment
• Excellent writing, proof-reading, and communication skills
• Excellent organizational and multi-tasking skills
• Strong ability to adapt, take initiative and work in a multicultural environment
• Interest for humanitarian sector and donor’s environment
• Listening, analytical and synthesis skills
• Excellent communication skills, as well as patience and politeness
• Exemplary sense of ethics in the workplace.

General regulations

• The employee shall follow DRC instructions on safety, confidentiality and ethical guidelines, including the Code of Conduct and the Humanitarian Accountability Framework
• Employee should not engage in any other paid activity during the DRC contract period without prior authorization
• Employee should not engage in any activity that could harm DRC or the implementation of any project during the DRC contract period
• Employee should not give interviews to the media or publish project-related photos or other material without prior authorization
• Employee shall return all borrowed equipment for the project to DRC after the end of the contract period or upon request