Colombia Supply Chain and Purchasing Specialist At Danish Refugee Council

The Danish Refugee Council (DRC) is one of the world’s leading humanitarian NGOs, working in over 40 countries to provide appropriate assistance with a rights-based approach to refugees, asylum seekers, internally displaced people, returnees and migrants. DRC has been present in Colombia since 2011 with a focus on Humanitarian Mine Action (HMA) and providing support to the population affected by the conflict in the south of the country, but in 2018 it expanded its operations in response to the Venezuelan crisis. Currently, DRC Colombia implements a humanitarian response focused on protection for Venezuelan and Colombian refugees and returned migrants in Colombian cities such as Riohacha, Barranquilla and Bogotá, and currently also includes activities in the municipality of Barbacoas and in Norte de Santander.

About the work:

• Lead activities related to purchasing, contracting and supply, ensuring compliance with the procedures and guidelines of DRC, the national office in Bogotá, and provide support when required to other offices in the country.
• Support the effective implementation of logistics and procurement systems and functions in the country, paying special attention to compliance with the Operations Manual.
• It contributes to the development of national strategies, which are translated into action plans and daily tasks.
• Provides technical support and guidance to national operations and oversees in-country activities.

Main responsibilities:

Procurement Coordination

• Confirm the correct document management of the processes involved with the compas, assets, fleet and inventory area.
• Coordinate the implementation of national and international tenders for the acquisition of goods and services, both from the National Office and from other field offices.
• Prepare all documentation relating to the acquisition of goods and services.
• Participate in the evaluation of bids and proposals and ensure that the bid evaluation report, the technical evaluation, the minutes of negotiations and the contracts negotiated in the selection of consultants contain all the facts and information necessary to justify the recommendations made in the report. Likewise, he/she must ensure that all competitive processes comply with the guidelines of the Procurement Manual.
• Ensure that all purchase requisitions are tracked from the point of planning and request to final receipt.
• Update the relevant management indicators of the Supply Chain subarea in Power BI, in order to facilitate the respective analyses.
• Ensure the proper execution of framework agreements, preventing overconsumption and expiration of these.
• Visit field offices to assess full compliance and implementation of the Operations Manual.
• Review ITB documentation (restricted, national and international) before advertising or inviting suppliers.
• Provide remote support in the management of ITBs (TOC report, technical analysis and contract award).
• Be the focal point for ERP – Dynamics management related to the Supply Chain subarea.
• Compile monthly reports received from field offices to provide national procurement reports to relevant managers.
• Provide technical oversight to ensure DRC contracting procedures are followed in the delivery of services and purchases associated with logistics.
• Work closely with program teams to plan logistical needs at the base
• Organize procurement training courses for non-logistics staff and small-scale refresher courses for procurement staff.
• Plan and organize regular logistics training with relevant stakeholders (logistics, programs, human resources and finance) to ensure agreed and consistent systems are implemented.
• Ensure implementation of audit recommendations relating to logistics/procurement.

Fleet management

• Ensure compliance and implementation of the Operations Manual in all field offices.
• Provide comprehensive national reports on fleet management (costs and early warnings of relevant deviations) to the Management Team on a monthly basis.
• Advise on any increase or improvement in fleet capacity in the country.

Asset Management

• Ensure the registration of the acquisition of fixed assets.
• Support the registration and monitoring of fixed assets managed in the operation.
• Ensure compliance and implementation of the Operations Manual in all field offices.
• Provide comprehensive country inventory and asset reports to the Management Team on a monthly basis.
• Apply all available tools to improve inventory management
• Provide a comprehensive national warehouse inventory report to the SMT on a monthly basis (list and value of stock on hand).
• Provide guidance on methods of disposal of unused or expired assets, subject to approval by the DRC Supply Chain Manager.

Warehouse management

• Ensure compliance and implementation of the Operations Manual in all field offices.
• Provide guidance on methods of disposal of unused or expired products, with prior approval from the donor/DRC country director.
• Control, monitoring and securing the inventory of humanitarian kits in the DRC
• Maintain good communications with warehouse personnel in other DRC field offices.

Quality management

• Ensure that anti-fraud procedures are in place to detect and prevent losses or fraud in the Bases.
• Conduct periodic inspections and spot checks, both in logistics systems and in ongoing work, to ensure the correct provision of contracted services.
• Coordinate with the Security team to ensure logistical work in accordance with operational and contextual conditions

Administrative

• Collaboration with the financial unit for the correct recording of supply chain purchases.
• Coordination with the finance unit for the timely execution of payments.

Other activities

• Required by the organization related to logistics and supply management at the Bases.

As a Specialist, the position holder is responsible for the following:

• Responsible for providing specialized knowledge and operational know-how within a specific discipline.
• May also have technical line responsibilities, but generally on technical or operational matters

Experience and technical skills:

• Minimum 3 years of experience in humanitarian logistics management in the field of supply chain management.
• supply, fleet management, asset management and distribution support.
• Experience with standard procurement procedures and documentation
• Knowledge and experience in dealing with service providers and contractor management
• Good knowledge of procurement rules and regulations of major international donors
• Vocation of service and proactivity
• Problem-solving orientation
• Ability to work under pressure
• Attention to detail and ability to self-organize
• Advanced knowledge of Excel
• Basic PowerBI knowledge desired

Required Education:

• Diploma or professional degree in Science, Administration, Finance, Economics, International Business.
• Skills and experience in training and developing the capabilities of inexperienced staff.

Languages:

• Fluent Spanish and Intermediate English B1

All DRC roles require the incumbent to master the DRC core competencies:

• Achieving excellence: focusing on achieving results and ensuring efficient processes
• Collaboration: Involve relevant parties and encourage feedback
• Taking the initiative: taking ownership and initiative while pursuing innovation
• Communicate: listen and speak effectively and honestly.
• Demonstrate integrity: act in accordance with DRC’s vision and values

We offer:

• The opportunity to belong to one of the best NGOs worldwide.
• Access to over 1,000 free online training courses and certificates.
• Prepaid medicine, 100% coverage of the policy for the employee and special price for beneficiaries.
• Contract duration: 6 months with the possibility of extension based on performance and availability of funds.
• Salary starting at $5,568,000 based on candidate experience for national contracts.
• Estimated start date: 03/02/2025

Application process

All applicants must upload a cover letter (1 page) and a current resume (no more than 3 pages).

Closing date for applications : Wednesday, January 15, 2025 at 11:59 am Local Time.

Note 1: Applicants who apply for this call authorize DRC to validate the personal information provided in the resume. Your identification will be verified in public and private databases for the exclusive use of validating the information, in accordance with our anti-fraud, money laundering and terrorist financing policies.

Note 2: The applicant who freely and voluntarily wishes to take part in the selection process to fill the position of this call, must strictly adhere to the rules that apply to the subject (suitability of the degrees presented, execution of tests on a personal and individual basis and veracity of the information) adhering to the DRC manuals and anti-fraud policies, under penalty of declaring disqualified the applicant who incurs in any irregularity in the judgment of the organization, even by mere suspicion, and even in possible criminal conduct according to Colombian legislation.