Position Title: Supply Chain Manager
Supervised by: Head of Support and Services
Reports to: Head of Support and Services
Location: Yaoundé (with regular visits to field locations)
Operational Area: Cameroon
Duration of Employment: 9 months, beginning immediately (potential for extension)
Contract Type: National
Compensation & Perks: Management Band F, step 0
Introduction
The Danish Refugee Council (DRC) is dedicated to supporting refugees and internally displaced persons worldwide, offering crucial emergency assistance, advocating for their rights, and enhancing their prospects for a better tomorrow. Operating in conflict-stricken areas, along migration paths, and within host countries, we collaborate with local communities to pursue responsible and sustainable solutions. Our aim is to facilitate successful integration and, whenever feasible, facilitate the voluntary repatriation of displaced individuals to their homelands.
Context
DRC commenced operations in Cameroon in 2018, addressing the humanitarian needs of refugees from the Central African Republic (CAR) and vulnerable Cameroonians in the Adamawa region. Presently, DRC maintains a regional office in Meiganga and two sub-offices in Djohong (Adamawa region) and Garoua-Boulai (East region). Our interventions are focused on identifying durable solutions for the most marginalized, employing a comprehensive approach to enhance both protection and economic recovery. Additionally, in late 2018, DRC initiated activities in the South-West region of Cameroon to address the needs of forcibly displaced individuals amid the Anglophone crisis, launching humanitarian efforts in January 2019. Operating in the divisions of Meme, Fako, Kupe-Manenguba, and Ndian, we have an office in Buea and a sub-base in Kumba. Our programming prioritizes rural and remote areas to fulfill people’s essential requirements for food, shelter, and non-food items (NFIs), while concurrently enhancing the protection framework and offering income-generating opportunities.
In 2023, DRC expanded its operations to the Far North of Cameroon, delivering a comprehensive response encompassing protection, positive peace, governance, and economic resilience to address the region’s multidimensional and interconnected crises.
Purpose
DRC seeks a dynamic, proactive, and seasoned Supply Chain Manager to oversee the logistics and procurement operations across the country in collaboration with field office procurement and logistics teams. This role involves providing guidance, training, and adherence to DRC’s standard operating procedures. The ideal candidate should possess extensive knowledge of procurement and logistics processes, as well as expertise in personnel management, finance, vehicle fleet management, inventory control, and asset monitoring. They will play a pivotal role in implementing the Supply Chain Module of DRC Dynamics by delivering customized training, mentoring, coaching, and ensuring proper module utilization. Additionally, they will supervise the logistics and procurement unit and offer technical assistance to area offices. This position contributes to the formulation of country-specific strategies and their translation into actionable plans and daily operations, representing the apex of the supply chain function within the country office.
Duties and Responsibilities
Overall Responsibility:
Ensure the efficient implementation of logistics and procurement systems within the designated geographical area, emphasizing compliance with the DRC Operations Handbook.
Oversee the effective functioning of the procure-to-pay module and asset management countrywide within the DRC ERP (DRC Dynamics).
Provide support to logistics and procurement staff and operations across all DRC offices.
People Management
- Leading and Managing Team Dynamics
- Lead and oversee the logistics and procurement team, encompassing aspects such as personnel planning, recruitment, onboarding, performance appraisal, welfare, and professional growth.
- Foster the capacity building of the supply chain team, providing support for their skill development, conducting training sessions, managing disciplinary issues, and ensuring regular performance evaluations.
- Training and Development Initiatives
- Strategize and execute routine procurement and logistics training sessions involving relevant stakeholders such as finance, logistics, human resources, and program departments to ensure consistent implementation of agreed-upon protocols and systems.
Procurement Management
- Streamlining Procurement Processes
- Take charge of the entire procurement planning and supply chain operation, emphasizing efficiency in cost and time, while adhering to regulations set forth by DRC and donors.
- Collaborate closely with program personnel, area managers, and supply chain teams in the field to integrate procurement planning seamlessly into project design and execution phases, ensuring meticulous monitoring and updating of procurement plans at both country and field office levels.
- Ensuring Compliance and Efficiency
- Conduct regular visits to field offices to assess and bolster adherence to the Operation Handbook volume on Procurement Management, including updated policies accessible via the DRC intranet.
- Develop or review Invitation to Bid (ITB) documentation before dissemination, ensuring alignment with guidelines and regulations.
- Provide remote assistance in managing ITB processes, technical analysis, and contract adjudication, while also extending support to field sites in tendering procedures.
- Consolidate monthly reports from field offices to generate comprehensive country procurement reports for relevant stakeholders.
- Facilitate procurement training sessions for non-logistics personnel and periodic refresher courses for procurement staff as needed.
- Ensure meticulous quality and compliance of all procurement-related documentation prior to validation requests.
- Maintain organized archival of procurement documents to facilitate internal and external audits, ensuring a transparent audit trail.
- Manage the annual supply chain budget, detailing expenditure forecasts for operational costs.
- Oversee vendor contracts, procurement framework agreements, and vendor performance evaluations.
- Conduct market surveys in critical categories to optimize value-for-money procurement decisions.
- Verify self-compliance checks for all field offices before submission and extend support to local NGO partners in enhancing their supply chain processes.
Fleet and Fuel Management
- Ensure adherence to and implementation of Operations Handbook across all field offices.
- Deliver comprehensive monthly reports on fleet management costs and effectiveness to SMT.
- Offer counsel on fleet utilization and adjust fleet size according to program requirements.
- Oversee fuel consumption for vehicles and generators, ensuring proper management and follow-up.
- Supervise the movement of vehicles and ensure their proper maintenance.
Asset Management
- Ensure compliance with the Operations Handbook across all field offices.
- Provide detailed monthly country reports on Inventory/Assets to SMT.
- Utilize available tools to enhance inventory management.
- Offer guidance on disposal methods for unused or expired assets with prior approval.
- Ensure proper documentation justifies asset disposal according to internal procedures.
- Supervise annual inventory and ensure compliance with DRC guidelines.
- Provide asset reports to donors as per their guidelines.
Warehouse Management
- Ensure adherence to and implementation of Operations Handbook across all field offices.
- Furnish monthly comprehensive country reports on warehouse inventory to SMT, including list and stock value.
- Conduct monthly and quarterly inventory checks.
- Provide guidance on disposal methods for unused or expired commodities with prior approval.
DRC Dynamics ERP System
- Ensure the proper application of ERP supply chain processes in the country.
- Utilize reports and data analytics from ERP system to enhance supply chain performance.
- Maintain data quality in the ERP system and update it regularly as required.
Accountability
- Ensuring Compliance with DRC Operations Handbook
Responsible for ensuring that all Supply Chain activities adhere to the guidelines outlined in the DRC’s Operations Handbook.
- Implementation of Improvement Recommendations
Accountable for ensuring timely implementation of improvement suggestions concerning Supply Chain Components, such as those arising from audits.
Responsibilities
- Addressing Code of Conduct Breaches
Accountable for promptly reporting and investigating any allegations of Code of Conduct breaches by staff within the Supply Chain teams in Cameroon, with the assistance of the Head of Support Services.
- Achievement of Strategic Goals
Responsible for achieving the strategic objectives set forth by the DRC within the designated area of responsibility.
- Decision Making and Resource Management
Accountable for significant decisions regarding the unit’s purpose, functions, commitments, and allocation of substantial unit resources.
- People Management
Accountable for managing direct reports, typically at least 3 employees, encompassing tasks such as hiring, objective setting, performance appraisal, and staff development.
- Adherence to DRC Policies and Standards
Responsible for making informed decisions in accordance with DRC policies, MOPs, standards, and expert advice within the organization.
Adjustable Responsibilities
The responsibilities outlined in the Job Description are not exhaustive and may be adapted to meet operational requirements while aligning with the role’s overarching objectives.
Required Qualifications
- Essential Experience and Competencies
- Minimum 5 years of humanitarian logistics management experience in supply chain management, fleet management, asset management, and distribution support.
- At least 3 years’ experience in people management within the humanitarian sector, particularly in international organizations.
- A minimum of 2 years in the highest supply/logistics position at a country level.
- Proficiency in dealing with service providers and contractors’ management.
- Strong computer skills, including MS Word & Excel, and familiarity with ERP systems.
- Experience with standard procurement procedures and documentation.
- Previous work experience in challenging environments and within an (I)NGO.
- Full professional proficiency in either French or English with working proficiency in the other.
- Ability to provide technical guidance and conduct on-the-job training in accounting management.
- Advanced proficiency in Excel.
- Excellent interpersonal, teamwork, time management, planning, and prioritization skills.
Desired Qualifications:
- Master’s degree in fields such as Logistics and/or Supply Chain Management.
- Possession of certification in Humanitarian Logistics Supply Chain is advantageous.
- Previous work experience with relevant donors such as BHA, PRM, DANIDA, ECHO, SDC, CDCS, AICS, SIDA, and familiarity with EU Commission guidelines.
- Proficiency in preparing donor budgets.
- Knowledge and experience working in Cameroon or the CEMAC region.
Required Skills & Attributes:
- Core Competencies aligned with DRC’s values:
- Pursuit of excellence
- Collaboration
- Taking initiative
- Effective communication
- Demonstrating integrity
- Ability to function effectively in a diverse multinational setting.
- Proficiency in writing, proofreading, and verbal communication.
- Exceptional organizational and multitasking abilities.
- Strong adaptability, initiative-taking, and capability to thrive in multicultural environments.
- Interest in humanitarian work and familiarity with donor environments.
- Effective listening, analytical, and synthesis skills.
- Excellent communication skills, coupled with patience and diplomacy.
- Adherence to high ethical standards in the workplace.
General Regulations
- Adherence to Guidelines The employee is required to adhere to DRC instructions concerning safety, confidentiality, and ethical standards, which encompass the Code of Conduct and the Humanitarian Accountability Framework.
- Prohibited Activities During the DRC contract period, employees are prohibited from participating in any additional paid endeavors without prior approval. Moreover, engaging in activities that may jeopardize DRC or the execution of any project is strictly prohibited. Additionally, employees must refrain from granting media interviews or disseminating project-related materials without prior authorization. Furthermore, all equipment borrowed for the project must be returned to DRC either at the end of the contract period or upon request.
Application Process
- Online Application Interested candidates are encouraged to apply for the position online at https://job.drc.ngo/jobs/job?id=170569.
- Application Requirements All applicants must submit a cover letter and an updated CV, each not exceeding three (3) pages. These documents must be presented in either English or French. DRC upholds equal employment opportunities and condemns discrimination based on race, gender, color, religion, sexual orientation, age, marital status, or disability. DRC welcomes applications from all individuals and assures fair treatment throughout the recruitment process.
Applications must be submitted by 4 pm on April 1st, 2024.
Submissions received after this deadline will not be considered. Given the exigency of the position, DRC reserves the right to appoint a suitable candidate who meets the required criteria before the specified deadline.
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