Supply Chain Manager At Danish Refugee Council

Danish Refugee Council (DRC) is a leading protection agency with a mandate to protect, advocate and promote durable solutions for displacement affected populations.

DRC has been operating in Ukraine since 2014, currently DRC employs over 700 staff in Ukraine and will continue significant scale-up in 2024 to implement emergency response in the Protection, Livelihoods, Shelter/NFIs and Humanitarian Disarmament and Peacebuilding (humanitarian mine action) sectors, using direct interventions, support to duty bearers and civil society organizations (CSOs), and partnerships with CSOs. DRC will continue and adapt its durable solutions portfolio to the evolving context.

DRC is currently looking for a Supply Chain Manager to join our team in Kyiv. This position, open to national and international candidates.

About the role:

The Supply Chain Manager (SCM) will oversee procurement activities at both country and area levels, ensuring compliance with DRC internal regulations and donor requirements. They will lead a team of over 20 staff and ensure timely procurement processes to support DRC’s activities. The SCM will manage national and international tenders for shelter, Non-Food Items (NFI), and Humanitarian Disarmament and Peacebuilding (HDP). With operations spanning 5 main areas and 11 offices, and a total budget of approximately 80 million USD, candidates with experience in large-scale operations and emergency contexts are preferred.

Your main responsibilities will be:

Procurement Management:

• Oversee the entire procurement process, ensuring strict adherence to both DRC and donor regulations.
• Encourage cooperation between supply chain teams and program staff at country and areas’ level to efficiently design and carry out procurement strategies during the project’s planning and implementation stages.
• Integrate all new projects into the Master Procurement Plan and update it monthly.
• Review Request for Proposal (RFP) and Invitation to Bid (ITB) documents, providing assistance during the tendering process.
• Supervise the quality of tender documentation before advertising or inviting suppliers.
• Communicate progress and potential issues to the operations team in a timely manner.
• Ensure proper storage and e-archiving of procurement documents for audits.
• Provide support and guidance to the procurement team for compliance during the tender management process.
• Organize procurement training sessions for non-supply chain personnel and periodic refresher courses.
• Implement suggestions from internal audit reviews, especially those concerning procurement and logistics.
• Provide oversight for timely delivery of supplies to operational areas.
• Participate in budget proposal development and project cycle management activities.

Fleet and Fuel Management:

• Ensure compliance with operations handbook related to fleet management.
• Supervise utilization and maintenance plans of the vehicle fleet.
• Provide guidance on fleet capacity improvements based on programming needs.
• Update Fleet Management Policy and SOPs as necessary.
• Deliver monthly reports on fleet management costs and effectiveness.
• Advise on fleet utilization and right-sizing based on program needs.

Asset Management:

• Oversee compliance with Operations Handbook in asset management.
• Provide detailed monthly reports on inventory/assets to SMT.
• Supervise annual inventory activities, ensuring compliance with DRC guidelines and donor requirements.

Warehouse Management:

• Ensure compliance with Operations Handbook in warehouse management.
• Deliver monthly comprehensive country reports on warehouse inventory to SMT.
• Implement disposal methods for unused or expired commodities with approval.

DRC Dynamics ERP System:

• Lead implementation and management of DRC Dynamics, ensuring proper application of ERP supply chain processes.
• Maintain data quality, regularly updating as necessary for accuracy.
• Utilize reports and data analytics from the ERP system to drive improvements.
• Ensure all transactions above Low-Value Procurement threshold are processed through Dynamics P2P module.
• Drive efficient and accurate use of the ERP system, continuously improving processes.
• Develop staff awareness and knowledge of Dynamics functionality through training.
• Maintain effective communication and collaboration with cross-cutting departments, particularly Finance.
• Conduct regular follow-ups on Purchase Request to Purchase Order and Framework Agreements statuses.

People Management:

• Lead logistics and procurement team, involving people planning, recruitment, induction, performance management, well-being, and professional development.
• Conduct regular training sessions to enhance capacity and skills of the supply chain team.

About you

To be successful in this role we expect you to have at least 5 years‘ of relevant experience in supply chain management, with a focus on shelter, NFI, and HDP related procurements, preferably in humanitarian or emergency contextsand at least 3 years’ experience with people management. Moreover, we also expect the following:

• Strong understanding of procurement principles and practices, including experience with donor regulations.
• Experience in managing a diverse team and providing capacity-building support.
• Proficiency in ERP systems, preferably DRC Dynamics, and advanced skills in Microsoft Office Suite.
• Excellent written and verbal communication skills in English. Knowledge of Ukrainian or Russian is an advantage.
• Bachelor’s degree in Supply Chain Management, Logistics, Business Administration, or a related field. Master’s degree preferred.

All DRC roles require the post-holder to master DRC’s core competencies:

• Striving for excellence: Focusing on reaching results while ensuring efficient processes.
• Collaborating: Involving relevant parties and encouraging feedback.
• Taking the lead: Taking ownership and initiative while aiming for innovation.
• Communicating: Listening and speaking effectively and honestly.
• Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

We offer.

• Contract length: one year
• Level: F1 Management
• Designation of Duty Station: Kyiv, non-family duty station
• Start date: ASAP
• Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for Expatriate or National staff.