Uganda: Country Procurement and Logistics Coordinator

Background

DRC has been providing relief and development services in the Horn of Africa since 1997. Using a human rights framework, the DRC East Africa and Yemen (EAY) operation focuses mainly on people who are affected by displacement, including refugees, internally displaced, and migrants in Kenya, Somalia, Ethiopia, Djibouti, Uganda, Tanzania and Yemen. The EAY Regional office also supports non-operational initiatives, focusing on mixed migration issues, civil society engagement, and advocacy and policy initiatives related to displacement.

In Uganda, DRC works in North, North-Western, South-Western and North-Eastern regions in a range of emergency and development support for refugees and displacement-affected communities (for more information go to www.drc.ngo)).

Purpose

The Country Procurement and Logistics Coordinator is responsible for the overall country logistics and procurement operation in coordination with procurement and logistics staff in the field offices; providing support to DRC/DDG field operations and field based staff in training, guidance and standard operating procedures as set by the DRC.

The incumbent must possess broad knowledge in the procurement and logistics processes, people’smanagement, finance, vehicles, inventories and monitoring of assets and activities

Key Responsibilities

Supervise the logistics and procurement unit. The Country Procurement and Logistics Coordinator may be required to travel to another duty station within the country at any time, at relatively short notice, depending on the operational requirement of DRC. The position will perform the following specific duties:

Procurement

• Ensure DRC procurement guidelines are adhered to in all DRC offices
• Actively engage and support the program teams in procurement planning to ensure timely delivery of project inputs and activities.
• Plan and engage with Project Managers to understand contract specifications and with suppliers to develop a profile of delivery capability which results in effective market engagement.
• Identify, negotiate and implement contract & framework agreements which result in efficiencies in line with financial and forecasting requirements.
• Maintain accurate auditable records of all procurement process which result in high process compliance.
• Administer contract performance, including delivery, receipt, warranty, damages and insurance.
• Conduct efficient and collaborative procurements which are DRC and donor compliant (advice, tendering, evaluation award & contract management) and which result in a high value adding commercial outcome.
• Responsible for all Invitation to Bids at country coordination office.
• Build supplier, category and market understanding through performance management, research and stakeholder briefings which result in the management of commercial issues throughout the procurement cycle.
• Assist DRC management in Contract & Supplier relationship management
• Ensure weekly procurement tracker is shared consistently with all DRC to enable a close follow up of the procurement status.

Logistics

• Prepares and reviews budget requirements of logistics activities and directs consolidation of logistic budget.
• Implement DRC’s asset management strategies i.e. monthly updating of asset register, bi-annual physical asset verification, and annual insurance of assets.
• Ensure efficient asset and inventory management systems are in place and ensure that all procured items are accounted for and quality/quantity controlled in stock reports and asset inventory management system.
• Ensure DRC assets are safeguarded through asset tagging, insurance.
• Manage the asset disposal for the entire country program.
• Ensure a robust fleet management system and that any vehicle damage/accident is reported immediately and necessary follow up made.
• Continuously organise vehicle and equipment maintenance/repair schedule and value-for-money services to the vehicle fleet/equipment.
• Continuously monitor and keep records of vehicle fleet/motorcycles/generators fuel consumption through weekly reports
• Consolidate and quality assure the monthly procurement and logistics reports for onward submission to Head of Finance and Administration and Country Director.
• Ensure monitoring of use of purchased goods and materials. This will protect the DRC from incurring losses by minimizing fraud and waste.
• Assist the Country Director in overseeing security of DRC premises.

Coordination

• Exercise leadership and offer daily supervision of country procurement and logistics procedures.
• Ensure the realization and achievement of the Area Performance Indicators in procurement and logistics department.
• Daily supervision of the Kampala procurement and logistics staff and ensure their close cooperation with the departments for administration, finances, human resources and programs.
• Analyze Supply Chain Systems i.e. procurement, logistics and warehousing are working together to fill orders and deliver goods, services on a timely basis.
• On regular basis, assess and raise with management procurement and logistics staffing resource needs.
• Develop and maintain constructive and cooperative working relationships with colleagues and management.
• Build capacity and train DRC Uganda staff in DRC procurement and logistics processes to create a better understanding of procedure with an aim to improve service delivery.
• Prepare timely and accurate management information covering aspects of stakeholder engagement in the procurement process lifecycle which result in effective performance management and delivery of required outcomes.
• Compile and archive ad-hoc reports on observations concerning staff conduct/performance and use of organization’s assets; and DRC monthly reports on fuel, inventory, and equipment maintenance/repair and in stock reports.
• Actively engage in continuous professional development. Maintain and build capacity on DRC procurement and logistical processes with procurement, logistics, finance, program staff in the country and field offices.
• Ensure regular field support visits at minimum to at least 2 field offices every quarter.

About you

To be successful in this role, we expect you to be a positive, mature leader with a proven track record of developing effective initiatives, programmes, and impact. You thrive in managing a wide range of responsibilities, and can effectively communicate and lead the country team. You are an effective people manager and enjoy working with teams of committed staff to build collaboration and capacity within the Uganda programmes and building strong relationships with the regional team.

In this position, you are expected to demonstrate each of DRC’ five core competencies:

• Striving for excellence: You focus on reaching results through the country team both to position DRC and ensure excellence in all deliverables.
• Collaborating: You lead initiatives at country operation level by involving relevant parties and encouraging feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen to beneficiaries, staff and other stakeholders; and you communicate concisely and persuasively
• Demonstrating integrity: You act in line with DRC’s vision and values and set a very clear standard for your country team members.

Moreover, we also expect the following:

Qualifications

Essential:**

• A Degree in Procurement and Logistics.
• Supply or the equivalent professional qualification in procurement and supply.
• At least 5 years’ procurement and logistics experience in a busy organization, preferably in an NGO setting. Must demonstrate professional experience in legal, administrative and operational aspects of Procurement and Logistics.
• Proven experience working with donor funded projects/ Programmes e.g. EU, DfiD, SIDA, USAID, UNHCR & DANIDA among other donors.
• Experience in financial management of tendering processes and audits.
• Proven commitment to accountable practices.
• Good and clear communication and writing skills in English.
• A pro-active person who is able to work independently and at the same time a good team-player.
• Excellent interpersonal skills and ability to work independently with minimum supervision.
• Computer literate (proficiency in MS word, excel).
• Detail oriented.

Preferable:

• Experience in an emergency setting i.e. procurement response in an emergency surge.
• Experience in defensive driving.

DRC encourages all qualified candidates to apply, irrespective of nationality, race, gender or age.

Conditions

Availability: As soon as possible

Duty station: Kampala – Uganda; Non-Family Duty Station

Reporting: Head of Support Services

Duration: 6months with possibility of extension, subject to funding.

Contract: Level A15 this is an unaccompanied post. Salary, benefits and other conditions are offered in accordance with DRC’s Terms of Employment for Expatriates; please refer to www.drc.dk under Vacancies. For national candidates, competitive salary and benefits are offered in accordance with the Uganda National staff salary scale and terms of employment.

Commitments

DRC has a Humanitarian Accountability Framework, outlining its global accountability commitments. All staff are required to contribute to the achievement of this framework into the work of DRC (http://www.drc.dk/HAF.4265.0.html)

Application

Qualified candidates are invited to access the full job description and the requirements for this position under vacancies at www.drc.dk. Please submit applications online using this link by 27^th March 2018

If you have questions or are facing problems with the online application process, please contact job@drc.dk