Procurement and Logistics Officer NGO Job Careers – Danish Refugee Council (DRC)

Job Title:        Procurement and Logistics Officer
Organisation: Danish Refugee Council (DRC)
Duty Station: Uganda
Reports to: Area Manager
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 logistic 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
Vehicles and motorcycles
  • Ensure safety for all and Advise 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 fueling at all times
  • 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
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 updated
  • Ensure updated inventory lists are sent to
    Kampala office on a monthly basis
  • Ensure the proper protection, use,
    maintenance and storage condition of all equipment
  • 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
  • Follow up and report in fuel and spare
    part consumption, observing and reporting irregularities
  • 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, carpenters.
  • Responsible for all Procurement processes
    at Rhino Camp 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 Adjumani
    field offices in monitoring prices of regularly used materials/items; and
    provide updates to price listing to program staffs to guide order request
  • Give regular feedbacks to all
    “requesters” regarding the expected date of supply of their
  • Ensure that procurement and expenditures
    comply with accounting policies of donors and DRC/DDG 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
  • 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 organisation, storage
    compatibility, security–gates, doors
  • 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
  • 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 project
  • 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
  • Procurement tracker (on a weekly basis)
  • Warehouse Stock report (on a monthly
Additional tasks:  On
request perform any other additional duties assigned by the supervisors in
order to allow the organisation to function optimally.

Qualifications, Skills and Experience:
  • The ideal candidate for the Danish Refugee
    Council (DRC) Procurement and Logistics Officer job placement must hold a
    degree in Procurement & Logistics Management or the equivalent.
  • At least three years of experience
    preferably working in a busy organization and well versed with NGO’s
  • 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 who wish to join
Danish Refugee Council (DRC) in the aforementioned capacity should apply online
at the link below.
Deadline: 5th April 2018
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