Supply Chain Officer

The Supply Chain Officer is responsible for procurement, fleet and transport, assets, warehouse and stores management in the Mandera program. The role ensures compliance with donor and DRC procurement policies, provides technical support and capacity building, and manages supply chain functions including procurement, warehouse, fleet, and asset management.

Responsibilities

• 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
• Process all purchase requisitions on DRC Microsoft ERP dynamics system from receiving the Purchase requisition till end of procurement process
• Liaise with suppliers, create and follow up on delivery schedules, evaluate supplier performance
• Track all Purchase Requests, Purchase Orders, RFQ and ITBs from planning to final receipt
• Review, update, and share procurement trackers to the Supply chain Coordinator
• Prepare RFQ and ITB documents and TOC reports for procurement & tender committee review
• Assist with preparation and amendments of contracts
• Register new suppliers using Supplier Profile and Registration Form and relevant company documents
• Participate and facilitate supplier pre-qualification process
• Assist in strategic sourcing for frequently purchased items to ensure framework agreements
• Ensure procurement files comply with DRC and donor policies and are audit-ready
• Prepare and submit supplier payments to finance timely
• Conduct duties according to DRC Mandera program SOPs and Code of Conduct
• Ensure monthly PO/PR clean-up process on Dynamics
• Report weekly/monthly warehouse/inventory activities to team leader finance & Admin
• Manage warehouses according to DRC standards and keep audit records
• Conduct random checks during loading/unloading to ensure quality and proper documentation
• Dispatch non-food items as per distribution plans
• Identify alternate warehouse facilities in emergencies
• Ensure procured stocks are received, registered, and dispatched efficiently
• Maintain filing system for stock movement records for audit
• Control and monitor stock storage, requests and issuance per DRC Warehouse Management Guidelines
• Document logistics operations including waybills and stock disposals
• Conduct periodic physical stock checks and investigate discrepancies
• Maintain clean and pest-free warehouse
• Ensure 100% security of warehouses and commodities
• Manage vehicle fleet including safety, maintenance, running logs, booking and assignment
• Monitor fleet use, fuel consumption, spare parts, insurance and safety standards
• Ensure compliance with DRC fleet management standards and procedures
• Promote safe vehicle operation through driver selection, training and enforcement of procedures
• Report monthly on fleet management per DRC Logistics Reporting policy
• Manage servicing facilities and spare parts
• Register purchased assets in DRC Microsoft ERP-dynamics system
• Tag and manage new purchased assets
• Issue and receive assets to/from staff per DRC guidelines
• Manage asset journals on ERP system including modifications and disposals
• Manage General Program Equipment as per DRC guidelines
• Conduct biannual physical asset counts
• Monitor asset inventory tagging, recording and reporting
• Liaise with Security Officer and HR/Administration assistant to maintain compound security
• Report to Team leader Finance and Administration and liaise with Supply chain manager

Requirements

• University degree (Logistics, Business Administration, or Economics will be preferred)
• Be Member of professional body either KISM or CIPS in good standing
• Minimum 2 or 3 years of experience in supply chain management – logistics, procurement, warehousing, inventory management
• At least 3 years of the work experience should have been in NGO/INGO environment
• Experience with Enterprise Resource planning (ERP) systems
• Understanding of the local market, local legislation related to contracts
• Understanding of the Supply Chain (procurement, assets, fleet and warehouse) rules and regulations of major international donors
• Very good skills MS Word, Excel, Outlook, PowerPoint
• Very good interpersonal and team skills
• Commitment to humanitarian principles and values
• Commitment to and understanding of DRC’s aims, values, and principles
• Working knowledge of written and spoken English and Somali language is essential

Skills

• Supply Chain Management
• Logistics Management
• Procurement
• Warehousing and Storage
• Inventory Management
• ERP Systems
• Contract Management
• Donor Compliance
• Fleet Management Operations
• Asset Management
• MS Word
• MS Excel
• Microsoft Outlook
• MS PowerPoint
• Capacity Building
• Technical Support
• NGO Supply Chain Experience

Languages

English, Somali