Supply Chain Team Leader At Danish Refugee Council

Position :Supply Chain Team leader

Supervised by :Area Manager

Reporting to: Area Manager

Supervisees: Supply Chain Assistants, Drivers

Duty Station: Buea

Country: Cameroon

Contract period: Up to 30th June 2024

Contract Type (National) : National Contrat (position open only to Cameroonians)

Salary :Band M.G , Step 0 (According to DRC’s salary guideline)

Introduction

The Danish Refugee Council (DRC) assists refugees and displaced persons around the world: we provide emergency aid to these people, fight for their rights and strengthen their opportunities for a better future. We work in conflict-affected areas, along displacement routes, and within the countries in which refugees settle. In cooperation with local communities, we strive to achieve responsible and sustainable solutions. We work for the successful integration of vulnerable communities and, where possible, the fulfillment of their wish to return home.

The Danish Refugee Council (DRC) was founded in Denmark in 1956 and has since grown into an international humanitarian organization with over 7,000 employees and 8,000 volunteers. Headquartered in Copenhagen, and present in 40 countries, the DRC is a non-governmental, non-profit, politically neutral, independent and non-denominational aid organization.

Our vision is a life with dignity for all the world’s displaced people. All our efforts are based on our moral compass: humanity, respect, independence, neutrality, participation, honesty and transparency.

1. Background

DRC Cameroon began its operations in Cameroon in 2018 responding to the humanitarian needs of refugees from the Central African Republic (CAR) and vulnerable Cameroonians in the Adamawa region. Currently, DRC operates with a regional office in Meiganga and two sub-offices in Djohong (Adamawa region) and Garoua-Boulai (East region). Interventions focus on finding durable solutions for the most vulnerable, using the holistic graduation approach to enhance both protection and economic recovery. Subsequently, in late 2018, DRC began its activities in the South West region of Cameroon in late 2019 to respond to the needs of forcibly displaced persons in the context of the Anglophone crisis, commencing humanitarian activities in January 2019. DRC operates in the Meme, Fako, Kupe-Manenguba and Ndian divisions with an office in Buea and a sub-base in Kumba. Programming focuses on rural and hard-to-reach areas to meet people’s basic needs for food, shelter and NFI, while improving the protective environment and providing income-generating opportunities.

In 2023, DRC expanded its activities to the Far North of Cameroon to provide a response in terms of protection, positive peace, governance and economic resilience to the multidimensional and interconnected crises affecting the region.

2. Overall purpose of the role:

The Supply Chain Team Leader, based in Buea, reports directly to the Area Manager. He/she oversees overseeing the procurement of DRC SW Area Office base as well the fleet management, assets management, warehouse management as well as the management of DRC premises.

He/she proactively supports the program’s activities by organizing an efficient procurement of goods and services. He/she ensures that the DRC’s purchasing rules and the rules of the donors are respected. He/she ensures that these rules are strictly applied and are known by the DRC team.

3. Responsibilities

a. Management of DRC Buea logistics department

• Ensure that DRC logistics procedures (procurement, asset management, fleet management, warehouse management, travel management, Premise Management etc.) are in place in Buea and are properly implemented,
• Ensure that all logistics procedures comply with DRC Code of Conduct and donor regulations,
• Share with the SCM, monthly, the procurements follow-up, the fleet management follow up, the assets/equipment follow up, warehouse follow up etc.) and provide an explanation for any discrepancy,
• Provide training to DRC staff and partners on logistics procedures,
• Oversee the soft and hard copies archiving documents for the logistics department and ensure all relevant documentations are duly archived by the end of the month
• Report any non-compliance with DRC logistics procedures to the Area Manager and the SCM.

b. Procurement Management

• Actively participates in the development of project proposals within his/her scope of responsibility and assists in defining the resources needed to ensure project feasibility,
• Ensure that a procurement plan is developed for ongoing and new projects and ensure the procurement plan is regularly updated,
• Develop framework agreements for recurring purchases and ensure renewal of framework agreements in accordance with DRC procedures,
• Develop Framework agreement for regular services such as maintenance and repairs, mowing etc
• Oversee the receipt of goods and delivery of materials to requisitioners,
• Ensure that all procurement follow ups are systematically up-to-date
• Ensure that Buea purchase files are complete and that documents are signed and/or approved by the appropriate staff,
• Anticipate and prepare waiver (derogation) requests in accordance with DRC procedures,
• Ensure that documentation and explanations requested by the auditors are provided promptly.
• Ensure that Dynamics Supply Chain Modules is up to date for PR, PO, …. Also do regular clean ups in dynamics to avoid issues during project close out

c. Equipment management (IT, cars, etc.)

• Ensure that the asset/equipment follow up and fleet management follow up are accurate and regularly updated,
• Ensure the regular updates and uploads of fleet and asset documentation on share point
• Ensure that the use of DRC vehicles is in accordance with DRC procedures and programmatic needs
• Oversee the management of the vehicle fleet and ensure that a movement plan is produced on a weekly basis after coordination with DRC staff,
• Oversee the physical assets inventories and ensure compliance with DRC requirements following the sequencies of asset inventory check
• Oversee that asset are registered in Dynamics and labeled with a FA number,
• Ensure that fixed asset transfer/disposals are justified by the appropriate document,
• Forecast the investment needs for the following year,
• Oversee the management of generators. (Repairs and maintenance, fueling, timing sheet)
• Oversee asset disposal (Sales, Transfer, Donation, Scrap) following DRC policies as stipulated

d. Warehouse management

• Oversee the physical stock inventories,
• Advice on the need on Casual labor of the warehouse and supervision
• Suggest the appropriate storage system of stock in the warehouse
• Ensure that the use of warehouse documents is in place and properly use
• Oversee that the programme staff uses the warehouse document properly and on time
• Oversee the loading and unloading, kitting of parcels in the warehouse,
• Oversee the cleaning of the warehouse

e. Ensure efficient and practical management of general services (offices, guesthouses and warehouses)

• Supervise the upkeep and maintenance of the Buea premises (office, guesthouse, warehouse),
• Anticipate all needs necessary for the proper functioning of the premises,
• Oversee inventory management and ensure that storage areas are clean and tidy,
• Identify, upon request of the Area Manager, potential new office space for lease.

f. Ensure fair and efficient management of the logistics department and its team members

• Produce an annual action plan defining the objectives of the Buea logistics department,
• Manage and supervise Buea Logistics team (leave, recuperation, evaluation, Individual Action Plan, objectives, etc.),
• Coordinate the overall management of the logistics team, facilitate or initiate team meetings, ensure good collaboration with other departments and operational teams

It is expected that the Supply Chain Team leader will perform any other duties as required by Area Manager that are commensurate with the position.

4. Experience and technical competencies: (include years of experience)

• Minimum one (1) year of working experience as a Supply Chain TL or head of SC department is required
• Minimum of four (4) years of working experience in a Supply Chain or Logistics department is required
• Good communication and excellent inter-personal skills are required
• Good planning and analytical skills are required
• Strong interpersonal skills and demonstrated ability to establish effective working relations with local staff and other stakeholders is required
• Solutions oriented, working under minimal supervision and delivering on set objectives within given deadlines is required
• Working under pressure and on irregular working hours required
• Proven working experience in the humanitarian sector will be considered an advantage
• Experience in designing and delivering trainings on Supply Chain related issues will be considered an asset
• Knowledge of the local markets, experience working with local vendors will be considered an asset
• Knowledge of Microsoft Dynamics is desired

Education:

Bachelor’s Degree is required

Proficient computer skills, including Microsoft Word, Outlook and Excel is required

Languages:

English-professional Competency is required

Proficiency in local language (Pidgin English) is required

Key stakeholders: (internal and external)

All DRC SW staff and partners

Auditors

Suppliers and service providers

5. Skills and qualities required

• In this role, you must demonstrate the five essential DRC skills, namely:
  • Striving for Excellence: You focus on achieving results while ensuring an efficient process. You strive to produce accurate, thorough and professional work with optimal use of time and effort.
  • Collaborate: You cooperate with and engage stakeholders, actively seeking their opinions and sharing key information with them. You support and trust others, while encouraging feedback.
  • Taking the Lead: You take responsibility and prioritize your work based on DRC’s overall vision and goals. You take the initiative when faced with a challenge or opportunity and seek innovative solutions.
  • Communicate: You write and speak effectively and honestly while adapting your style and tone to the situation. You actively listen to others and involve them in dialogue.
  • Demonstrate Integrity: You uphold and promote the highest standards of ethical and professional conduct in relation to DRC’s values ​​and code of conduct, including protection from sexual exploitation, abuse and harassment.
• Ability to work in a multicultural and cosmopolitan environment
• Proactivity, with a cooperative and collaborative approach
• Excellent communication skills (including attention and patience) are required
• Good organizational skills are required
• Exemplary sense of ethics
• Ability to work in a team and good sense of humor

6. General regulations

• The employee must follow DRC’s instructions regarding security, confidentiality and ethical guidelines, including the Code of Conduct and the Humanitarian Responsibility Framework
• The employee must not carry out any other paid activity during the duration of the DRC contract without prior authorization.
• The Employee shall not engage in any activity that may be detrimental to DRC or the implementation of any project during the term of the DRC contract.
• The employee must not give interviews to the media or publish photos related to DRC programs or share other materials without receiving prior authorization.
• The employee must return all equipment loaned by DRC to perform the work after the end of the contract period or upon request by DRC.