Supply Chain Manager At Danish Refugee Council

Position Title: Supply Chain Manager

Supervised by :Head of Support and Services

Reporting to: Head of Support and Services

Duty Station : Yaoundé (with frequent visits to field locations)

Area of Operation :Cameroon

Employment Period: 9 months, starting ASAP (possibility for extension)

Type of Contract (Expat/National/Trainee): National

Salary & Benefits: Management Band F, 0

Introduction

The Danish Refugee Council (DRC) assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunity for a brighter future. We work in conflict-affected areas, along the displacement routes, and in the countries where refugees settle. In cooperation with local communities, we strive for responsible and sustainable solutions. We work toward successful integration and – whenever possible – for the fulfillment of the

wish to return home.

1. Context

DRC Cameroon began its operations in Cameroon in 2018 responding to the humanitarian needs of refugees from Central African Republic (CAR) and vulnerable Cameroonians in the Adamawa region. Currently, DRC operates 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 improve both protection and economic recovery. subsequently, in late 2018, DRC started its activities in the South-West region of Cameroon in late 201 to respond to the needs of forcibly displaced people in the context of the Anglophone crisis, starting humanitarian activities in January 2019. DRC operates in the divisions of Meme, Fako, Kupe-Manenguba and Ndian 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 protection environment and providing income-generating opportunities.

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

1. Purpose

DRC is looking for a driven, pro-active, and experienced Supply Chain Manager who will be responsible for the overall country logistics and procurement operation in coordination with procurement and logistics staff in the field offices; providing support to DRC field operations and field-based staff in training, guidance and standard operating procedures as set by the DRC. The incumbent must possess broad knowledge and know-how in the procurement and logistics processes, people’s management, finance, vehicles, inventories and monitoring of assets and activities. S/he plays a key role in implementation of the Supply Chain Module of DRC Dynamics through tailor-made training, mentoring, coaching, monitoring, and controlling correct usage of the module. S/he supervises the logistics and procurement unit and provides technical support to area offices. The role contributes to developing country strategies translated into action plans and day-to-day tasks. The role being the highest position in the supply chain function in the country office.

1. Duties and Responsibilities

Overall Responsibility:

• Responsible for the effective implementation of logistics/procurement systems and functions within the geographical area of responsibility with a particular focus on compliance with the DRC Operations Handbook.
• Responsible to ensure the proper running of the module procure to pay and asset management country wide within DRC ERP (DRC Dynamics)
• Support logistics/procurement staff and functions in all DRC offices

People Management

• Lead and manage the logistics and procurement team (including people planning, recruitment, induction, performance, well-being, and development)
• Capacity builds the supply chain team and support their development, train, disciplinary management as well as regular evaluation of their performance.
• Plan and conduct regular procurement/logistics training with relevant participants (finance, logistics, human resources and program) to ensure the implementation of agreed and uniform systems.

Procurement management

• Manage the entire process of planning procurement and supply chain activities, ensuring cost and time-efficient delivery of services in compliance with DRC and Donors regulations.
• Collaborate with Program staff, Area Managers and Supply Chain teams in field for proper procurement planning in project design and implementation stages. Ensure that procurement plans are prepared, monitored and updated at Country and field office levels.
• Conduct regular visits to each field office to assess and support compliance and implementation of Operation Handbook volume on Procurement Management (including all updated policies on DRC intranet) across all field offices.
• Develop and/or Review ITB (Restricted, National and International) documentation before advertising or inviting suppliers.
• Provide remote support in ITB management (TOC report, technical analysis and contract award).
• Provide support to field sites to manage the tendering process (TOC report, technical analysis and contract award).
• Compile monthly reports received from field offices to provide country procurement reports to relevant managers.
• Organize procurement trainings for non-logistics staff and small-scale refresher trainings (if/when needed) for procurement staff.
• Plan and organize regular logistics training with relevant participants (logistics, program, Human Resources and finance) to ensure agreed and uniform systems to be implemented.
• ensure the quality and compliance of all documentation related to procurement before any validation is requested.
• Ensure that all procurement documents are properly stored and archived to provide an appropriate audit trail for any internal and external audits.
• Maintain and update an supply chain annual budget detailing the expenditure forecast for the running costs.
• Manage vendors contracts, procurement framework agreement and performance.
• Conduct market surveys in key categories to ensure that DRC is receiving best value for money.
• Verify the Self-compliance checks for all FO’s are verified prior submission.
• Support the local NGO partners by strengthening their supply chain processes.

Fleet and Fuel management

• Ensure compliance and implementation of Operations Handbook across all field offices.
• Provide monthly comprehensive country reports on fleet management (costs) and effectiveness to SMT.
• Advise on Fleet utilization and right sizing of fleet requirements as per program needs.
• Ensure proper management and follow-up of fuel consumption for vehicles and generators.
• Supervise the vehicles movement management and ensure they are properly maintained.

Asset Management

• Ensure compliance and implementation of Operations Handbook across all field offices.
• Provide monthly comprehensive country reports on Inventory/Assets to SMT.
• Implement any available tools to improve the inventory management.
• Provide guidance in disposal methods for unused or expired Asset with prior Donor/DRC Country director approval.
• Ensure that asset disposal is justified by the appropriate document (donation certificate, certificate of sale, certificate of loss, etc.) and that the latter is approved as per the internal procedures.
• Supervise the annual inventory and ensure the correct compliance with DRC guidelines (quality, deadlines, reconciliation with accounting…)
• Provide Donor’s asset report as per the donors’ guidelines.

Warehouse Management

• Ensure compliance and implementation of Operations Handbook across all field offices.
• Provide monthly comprehensive country report on warehouse inventory to SMT (list and stock value in hand)
• Ensure the monthly and quarterly inventory are conducted.
• Provide guidance in disposal methods for unused or expired commodities with prior donor/DRC Country Director approval.

DRC Dynamics ERP System

• Ensure proper application of ERP supply chain processes in the country
• Apply reports and data analytics from ERP supply chain system to improve supply chain performance.
• Ensure data quality in the ERP system and that it is regularly updated as necessary.

Accountability

• Accountable to ensure that all Supply Chain activities are conducted in accordance with the DRC’s Operations Handbook.
• Responsible to ensure that recommendations for improvements related to the Supply Chain Components (e.g., from audits) are implemented in a timely manner.
• Responsible to ensure that all allegations of breaches of the Code of Conduct by staff in the Supply Chain teams of Cameroon are reported and with the support of the Head of Support Services, investigated and concluded swiftly.
• Accountable for achieving DRC’s strategic goals and objectives within the area of responsibility.
• Accountable for making significant decisions on what the unit does: its purpose, functions and role, and for making commitments and decisions that require the expenditure of significant unit resources.
• Accountable for people management of direct reports, generally at least 3 employees. This includes hiring & firing, objective setting, probation, performance appraisal, development of staff, managing performance, including poor performance, etc.
• Accountable for making sound decisions based on DRC policies, MOPs, standards, and the advice of technical experts in DRC.

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

1. Required Qualifications

Experience and technical competencies: (include years of experience)

Essential:

• Minimum 5 years of experience in humanitarian logistics management within the field of supply chain management, fleet management, asset management, and distribution support.
• At least 3 years’ experience with people management in the humanitarian sector, especially in international organizations.
• Minimum 2 years holding the highest position in the supply/Logistics at a country level (ex: supply chain manager or Logistics Coordinator)
• 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.
• Experience working in harsh environment
• Experience working in an (I)NGO
• Full professional proficiency in either French or English with a working ability in the other one.
• Competence in providing technical guidance and training.
• Ability to prepare basic training modules on accounting management and conduct on the job trainings.
• Advanced proficiency in Excel
• Excellent interpersonal and teamwork skills, working with different groups and nationalities.
• Excellent time management, planning, and prioritization skills.

Desirable:

• Master’s degree in e.g., Logistics and/or Supply Chain Management
• Certification in Humanitarian Logistics Supply Chain will be an added advantage.
• Working experience with relevant donors (eg BHA, PRM, DANIDA, ECHO, SDC, CDCS, AICS, AIDS, EU Commission guidelines)
• Ability to prepare donor budgets.
• Knowledge and working experience in Cameroon or CEMAC region.

1. 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.

1. General Regulations

• The employee shall follow DRC instructions on safety, confidentiality, and ethical guidelines, including the Code of Conduct and the Humanitarian Accountability Framework
• Employees 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.