Supply Chain Officer (Procurement, Asset, and Store Management)

In 2003, , DRC became one of the first organisations to provide humanitarian assistance in the country. Today, DRC continues to provide humanitarian assistance to the most vulnerable displacement-affected families, including IDPs, returnees, and host communities in Basra, Baqubah, Jalawla, Gatoon, Baghdad, Muqdadiya, Balad, Aziz Balad, Samarra, Mosul, Duhok, Tel Afar, Baa’j, Sinjar, and Erbil.

Find more about DRC operations in Iraq here: Iraq | DRC Danish Refugee Council

Danish Refugee Council, one of the world’s leading humanitarian NGOs, is currently looking for a highly qualified Economic Recovery Project Manager to be based in Faluja/Amiriya Faluja, covering Anbar and Basra with frequent travel to the field.

About the job

The Supply Chain Officer (Procurement, Asset, and Fleet) is responsible for the timely and effective planning and monitoring of the: (procurement, Asset, warehouse, and vehicles maintenance) in line with DRC operational procedures and principles and the duty station will be DRC Basra office.

Your main duties and responsibilities will be:

• Procure all materials and equipment ordered by the projects in a cost-effective and transparent manner in line with DRC and donor-specific policies, in collaboration with the Supply Chain Manager (SCM) and Supply Chain Specialist.
• Process all purchase requisitions on DRC Microsoft ERP dynamics system from receiving the PR till end of procurement process.
• A focal point for liaising with suppliers. Create and follow up on realistic delivery schedules and compare actual deliveries in order to evaluate supplier performance and responsiveness.
• Ensure that all Purchase Requests, Purchase Orders, RFQ and ITBs are tracked from point of planning and request through to final receipt.
• Regularly review, update, and share the information management databases and trackers to the PM and SCM.
• Prepare the RFQ and ITB relevant documents, as well as TOC (tender) reports for procurement & tender committee review of RFQ level.
• Assist with the preparation of contracts and amendments of contracts when needed.
• Maintain and update suppliers list using the Supplier Profile and Registration Form.
• Participate and facilitate the supplier pre-qualification process.
• Assist in the strategic sourcing for frequently purchased items to ensure framework agreements with the suppliers and service providers are in place.
• Ensure procurement files are accurate and records are complying to DRC and donor procurement policies, the filing system is properly established, all soft copies and hard copies of procurement files are accessible and manageable by auditors.
• Prepare and submit payments of suppliers to finance in a timely manner.
• Conduct duties in accordance with DRC Iraq program Standard Operating Procedures (SOPs).
• Conduct duties in accordance with the DRC Code of Conduct.
• Regular PO/PR Clean-up process on Dynamics.
• Vendor registration on Dynamics.

• Ensure purchased assets are registered in the DRC Microsoft ERP-dynamics system.
• Responsible for registering any new purchased DRC/donor asset and tagging process for each asset.
• Issuing (Lend)/receiving assets to/from DRC staff as per DRC guidelines and operations handbook.
• Responsible for managing the asset journals on the ERP dynamics system (modify information’s of assets, add, delete, and dispose)
• Responsible for managing GPE’s (General program equipment’s) as per guidelines of DRC.
• Conduct physical count of assets twice a year.

• Responsible for proper stocking of commodities according to DRC Operations Handbook
• Informs the SCM of any change of quality of commodities in stock by following stock disposal methods and reporting.
• Responsible for the keeping of detailed and accurate stock records.
• Responsible for on time loading/unloading of commodities.
• Follow up with the other sites on all receipts of transit stocks.
• Daily supervision of the Warehouse casual laborers
• Ensure consumables are utilized before expiry dates.
• Ensure minimum stock levels are maintained.
• Responsible for the daily, weekly, and monthly good housekeeping of the warehouse(compound).
• Timely and correct reporting on stock movement to project manager.
• Applying correct stock control measures
• Maintain DRC Basra warehouse(compound) documentation in an orderly and systematic filing system.
• Plan future storage capacity and locations within the Warehouse(compound) and sharing with the SCM.
• Maintain standards on health and safety, hygiene, and security in the Warehouse(compound)
• Responsible for the management and maintenance of fleet works for vehicles and generators at the DRC Basra compound.
• Responsible for adequate supplies of water, fuel, and other utilities at DRC Basra compound.
• Conduct duties in accordance with DRC Iraq program Standard Operating Procedures (SOPs)
• Conduct duties in accordance with DRC Code of Conduct
• Support technically base office supply chain warehouse and asset staff

• Oversee the repair and maintenance operation for all DRC vehicles in the DRC Basra office.
• Oversee assigned fleet’s operations and make direct reports to the Basra support Service team leader and other operational requirements.
• Coordinate vehicle requests and assign DRC fleet/driver in an efficient manner.
• Work with the drivers to ensure a regular maintenance schedule for all vehicles and ensure that logbooks are up to date.
• Carry out daily inspection of vehicles, facilities, generators and schedule maintenance and repairs.
• Oversee proper maintenance of parts and other consumables inventory.
• Provision of monthly vehicle maintenance reports
• Provide reports on vehicles attracting unusually high maintenance costs.
• Ensure that all DRC generators are registered, tagged, tracked, and maintained.
• Follow up on fuel consumption and maintenance cost/activity reports for generators and DRC fleet and share same as will be required periodically.
• Tracking and follow up of dispatched vehicles to monitor turn around and advise Safety on any issues arising.
• Ensure owned and hired vehicles are in safe condition as per DRC’s vehicle checklist and all necessary equipment are available within each vehicle.
• Follow up and get feedback from program team on performance/condition of (DRC owned and hired) vehicles and vehicles.
• Make sure all generators are in good working condition, and they are maintained on a regular basis.