Procurement and Logistics Officer International NGO Jobs – Danish Refugee Council (DRC)

Job Title:         Procurement and Logistics
Organisation: Danish
Refugee Council (DRC)
Duty Station: Kampala,
About US:
The Danish Refugee Council (DRC)
is a private, independent, humanitarian organization working on all aspects of
the refugee cause in more than 36 countries throughout the world. The aim of
DRC is to protect refugees and internally displaced persons (IDPs) against
persecution and to promote durable solutions to the problems of forced
migration, on the basis of humanitarian principles and human rights. DRC works
in accordance with the UN Conventions on Refugees and the Code of Conduct for
the ICRC and NGOs in Disaster Relief.
Job Summary: The Procurement
and Logistics Officer will mainly ensure that all logistics activities, procurement,
warehousing, transportation related to the proper functioning of the programme
are carried out safely, correctly, and in good time and support programmes
department as and when necessary in activity implementation
Key Duties and Responsibilities:
Transport vehicles and
  • Ensure
    safety for all advising staff that driving does not take place unless
    EVERY person in the car is using their safety belt in a vehicle
  • Ensure
    proper servicing, maintenance and repair of vehicles, in accordance with
    DRC/DDG standards. Any irregularities should be reported to the Supervisor
  • Ensure
    records are kept for mileage driven/fuel added and the vehicle log book
    maintained, including for rented vehicles.
  • Fuel
    consumption tracking and reporting implemented and responsibility
    for/supervision of fuelling at all times
  • Keenly
    verify the planning & car’s preparation/readiness for all movements:
    Ensure that all the safety equipment (a safety belt for each seat, one
    binder with emergency contact, one first aid box and one fire
    extinguisher) is in place and working as described in any vehicle, rented
    or DRC/DDG owned.
  • Organise
    the reception/shipment of all cargo to/from the Adjumani by the agreed
    means of transportation (air/road depending on the location) including all
    needed external procedures
  • Collaborate
    with Logistics staff in Kampala and other offices to organise transport of
    goods between sites as necessary
Assets and Inventories:
  • Keep
    updated the list of all assets (investment materials) present in the
    location with all requested information (brand, model, SN, reference of
    reception’s documents, condition)
  • Ensure
    that asset forms are completed for new assets and the inventory list
  • Ensure
    updated inventory lists are sent to Kampala office on a monthly basis
  • Ensure
    the proper protection, use, maintenance and storage condition of all
  • Facilitate
    the repairs of all equipment as required by the Supervisor
Services & Maintenance
  • Implement
    the agreed energy setup for the DRC/DDG structures & ensure their
    correct operation
  • Ensure
    a permanent functioning electrical supply through city power and generator
    backups through hardware maintenance procedures, including ensuring a
    minimum stock of fuel and electricity bills paid in good time.
  • Implement
    a regular and thorough service maintenance and care system of energy setup
    as stipulated by DRC/DDG standards
  • Follow
    up and report in fuel and spare part consumption, observing and reporting
  • Monitor
    the electrical consumption, and good use/safety of electrical outlets
  • Train
    guards and other staff to ensure high quality operation, maintenance and
    care of energy setup and assets
  • Maintenance
    of all air conditioners installed at DRC/DDG structures, and all other
    electrical appliances
  • Ensure
    that there is always sufficient supply of cooking gas
Structures & compounds:
  • Supervise
    and arrange all maintenance and repairs for DRC/DDG premises (office,
    warehouse and guesthouses) and equipment therein, ensuring they are
    compliant with MOSS standards
  • Prepare
    and negotiate contract conditions with contractors
  • Closely
    work with engineering staffs to supervise the professional workers hired
    for structures repairs as contracted and approved by the supervisor
  • Maintain
    and update a network of skilled contractors, such as electricians, constructors,
  • Responsible
    for all Procurement processes at Adjumani field office level and ensuring
    they are effectively and efficiently managed in conformity with DRC/DDG
    guidelines and procedures;
  • Ensure
    that all procurement activities are initiated by an Order
    Request/procurement plan; and that all order requests submitted to
    logistics department are process in a timely manner to meet up with the
    requested delivery date.
  • Ensure
    that the appropriate procurement procedures are utilized for all Order
    requests based on the threshold of the cost involve.
  • Assist
    the team members in the preparation of the orders when needed
  • Keep
    a tight control on the numbering of all orders & on the filing system
    in general
  • Liaise
    with Kampala and DRC/DDG Arua field offices in monitoring prices of
    regularly used materials/items; and provide updates to price listing to
    program staffs to guide order request preparation
  • Give
    regular feedback to all “requesters” regarding the expected date
    of supply of their requests
  • Ensure
    that procurement and expenditures comply with accounting policies of
    donors an
    standards in Operations Handbook
  • Review
    accountabilities and approvals for operational advances and payments, and
    recommend action as needed, including checking and closing advances on a
    daily basis
  • Maintain
    an accurate record of all logistical activities, including ensuring that
    the procurement binder, including all supporting documentation, is updated
    every month
  • Ensure
    the correct authorization procedures at every step of the process i.e.
    documents signature, budget management, quality control for incoming
    goods, payments
Stock Management
  • Supervise,
    train, and if needed be able to replace, the store keeper in the
    management of the stocks and the supply procedures
  • Ensure
    accurate follow up of all movements of items in & out the warehouse
    (stock cards, store ledger, electronic stock reporting)
  • Ensure
    periodic physical inventories & stock reports take place with
    appropriate supervision and counter-signing
  • Ensure
    DRC/DDG standard storage condition i.e. cleanliness, access, storage
    conditions, good organization, storage compatibility, security–gates,
  • Responsible
    for all issues related to field logistics and warehousing, inclusive of
    release/receipt of field equipment and filling out Goods Received Notes
    and Waybill
  • Monitor
    stock balances and advise the Program staffs on shortages according to
    minimum stock requirements.
  • Ensure
    that all items are controlled and accounted for in stock reports.
  • Conduct
    a monthly physical inventory of all stock inclusive of spare parts and
    consumable items.
Other Responsibilities
Team Management
  • Manage
    the team under their responsibility – DRC/DDG staff or any other
    partner/contracted persons- and ensure a continuous atmosphere of learning
    and training to all staff involved in logistic activity so that the
    quality of the work improves on all levels.
  • Ensure
    team under supervision are aware of their responsibilities and are trained
    in and implementing the correct procedures
  • Coordinate
    logistic staff schedules and holidays in order to minimize disruption to
    the activities
  • Participate
    in regular meetings with the Logistics team to ensure priorities are met
  • Provide
    guidance and leadership for those under supervision, assessing need for
    further competency development and provide more targeted training/guidance
    where needed
  • Brief
    all new person in the team on DRC logistic and procurement procedures
  • Make
    sure that a master Procurement Table is prepared and maintained for each
  • Contributes
    to the monthly Area report through the Area Program Manager by preparing
    the regular reports and updates on following logistical activities:
  • Order
    Request/Payment Tracker (on a weekly basis)
  • Procurement
    tracker (on a weekly basis)
  • Warehouse
    Stock report (on a monthly basis)

Qualifications, Skills and Experience:
  • The
    ideal candidate for the Danish Refugee Council (DRC) Procurement and
    Logistics Officer job placement should hold a Bachelor’s degree in
    Procurement & Logistics Management or the equivalent.
  • Three
    years of experience preferably working in a busy organization and well versed
    with NGO’s values.
  • Excellent
    communication in English both written and oral.
  • Excellent
    interpersonal skills and ability to work with minimum supervision
  • Computer
    literate (MS word & excel and other accounting software
How to Apply:
All suitably qualified and
interested candidates should send their applications including;
  • A cover letter (1 page) in which you
    explain why you are interested in the position and how you meet the
    qualities and qualifications criteria
  • Concise and accurate CV (maximum 3
    pages). The CV should include information about your qualification,
    relevant training courses, Work experience, name and contact details of 3
    relevant references.
All applications should be sent
to clearly indicating position name in the subject
Deadline: 12th March 2018
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