Supply Chain Team Leader

tendersglobal.net

Job Description

Responsible for the effective implementation of procurement systems and functions within Tanzania country office with a focus on compliance to the Operations Handbook. This role has a country focus and ensures compliance to DRC and donor procurement procedures and guidelines within the country. He/she is expected to ensure effective and cost-effective procurement management that enables the DRC operations to meet the needs of persons of concerns as well as timely delivery of quality goods and services.

Main Responsibilities:

  • Conduct P2P for international and local tender procurement thresholds with strict adherence to the segregation of duties and Provide full support in ITB/RFP document management
  • Assist the SCM to receive, analyze and combine procurement plans for most Programmatic and Support related needs, in collaboration with DRC program Managers/ BHs and head of departments
  • Together with the SCM, follow-up and monitor implementation of procurement plans for all grants on a quarterly basis
  • Review order requests, quotations, bids, purchase orders, ITB and ensure appropriate support documentation following DRC procedures and guidelines before submission for signatory approval.
  • Analyze and consolidate procurement needs from all Offices to reduce redundancy of similar purchases.
  • Organize procurement trainings for non-CS staff and small-scale refresher training for procurement staff.
  • Review order requests, quotations, bids, purchase orders, ITB and ensure appropriate support documentation following DRC procedures and guidelines before submission for signatory approval.
  • Ensure accurate filing systems, including documentation and records of actions, for audit purposes. Ensuring that all documentation related to Country procurement meets organizational and donor guidelines
  • Support procurement officers organize their work and produce weekly procurement tracking sheets to prioritize needs.
  • Conduct meetings as needed and report progress and challenges for procurement regularly to Supply chain Manager
  • Ensure the effective and efficient use of all DRC resources to keep costs low but while ensuring quality and standards
  • To track all Country procurements, and provide weekly updates on status of PR/PO/PA tracker to relevant managers and colleagues on procurement status. and flag any challenge to SCM’s attention.
  • To ensure that 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 procurement process.
  • To ensure that all procurement meets program needs in terms of timeliness, value for money, delivery and quality, and to maintain continuous communication with programs to this effect
  • To ensure fair and professional dealings with all external suppliers and contractors in line with the DRC Operations Handbook
  • Updating supplier’s tracker in order to monitor supplier performance.
  • Provide timely feedback to users on any issues related to the procurement i.e. specifications, Procurement committees, Supplier delivery challenges/warranties.
Coordination between departments on procurement related issues:
  • Support the procurement process at the CO to ensure timely, cost-effective, value for money, quality and adequate delivery of commodities and services and to maintain continuous communication with requesters to this effect.
  • 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.
  • Assist the SCM as technical lead 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.
  • To liaise with DRC Finance teams regarding payments and documentation challenges.
  • Liaise with relevant staff in submission of distribution lists and follow through with camp entry permits. Flag to HoSS any extended delays on a regular basis
  • Responsible for updating the contracts tracker and manage existing contracts with suppliers and contractors, and ensure supplier appraisal on a quarterly period basis
  • Manage supplier payments under contracts and reviewing termination clauses so as not to overrun contracts without payments
  • Responsible for follow ups with SC and programs staff on a monthly basis the status of cleanup of PRs and POs and providing status reports
  • To lead and coordinate establishing supplier lists and purchase agreements/framework agreements, linking with colleagues in the different programs & support functions
  • Liaise with other agencies and maintain list of a robust vetted vendors that specialize in providing specific goods and services
Ensure PAs are registered in dynamics:
  • Gap filling and cover for SC officers when staffs are on leave or overshadowed by the work load or in case of position gaps.
  • Participate in New projects kick off meetings and in closeout meetings
  • Create vendor prospects and conduct prohibited parties search, due diligence for all new vendors and ensure they seek approvals to add new vendors from RSCM and ensure Proper filing of all supplier’s registration documents including approvals.
  • Any other tasks as will be assigned from time to time.
Qualifications and Experience:
  • Minimum 3 years of experience in humanitarian logistics and procurement management within the field of supply chain management, fleet management, inventory and asset management.
  • Experience working with donor procurement guidelines; UN Agencies, DANIDA, FCDO, USAID, ECHO etc
  • Knowledge and experience of dealing with service providers and contractors’ management
  • Excellent computer skills in MS Word & Excel, as well as experience working with an ERP system
  • Experience with standard procurement procedures and documentation, obligatory
  • Experience with construction and site project management, desired
  • Experience with auto mechanics or electrical installations, desired
  • Experience working in an (I)NGO
  • Full professional proficiency in English
Education (include certificates, licenses etc.):
  • Bachelor’s Degree in Logistics and/or Supply Chain Management or Certification in Humanitarian Logistics (if there is no Degree).
  • Professional qualifications in procurement eg.CIPS is an added advantage
  • Professional qualifications in procurement eg.CIPS is an added advantage
  • Master’s degree is an added advantage
Languages: (indicate fluency level)
  • English (C1)
Source: https://job.drc.ngo/jobs/job?id=170122

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