Supply Chain Officer

Danish Refugee Council (DRC) is a leading protection agency with a mandate to protect, advocate and promote durable solutions for displacement affected populations.

DRC has been operating in Ukraine since 2014, currently DRC employs over 700 staff in Ukraine and will continue significant scale-up in 2024 to implement emergency response in the Protection, Livelihoods, Shelter/NFIs and Humanitarian Disarmament and Peacebuilding (humanitarian mine action) sectors, using direct interventions, support to duty bearers and civil society organizations (CSOs), and partnerships with CSOs. DRC will continue and adapt its durable solutions portfolio to the evolving context.

DRC is currently looking for a Supply Chain Officer for its activities in Chernihiv.

Overall purpose of the role:

Supply Chain Officer is guided in his/her work by this job description, standard operating procedures (hereinafter referred to as the SOP), and the current regulations of the Representative Office of the Danish Refugee Council in Ukraine (hereinafter referred to as the DRC).

Main responsibilities

Procurement and Supply Chain Management:

• Ensure all procurement processes adhere to DRC Operations Handbook and relevant guidelines.
• Effective and efficient support to programs’ needs in accordance with the requests.
• Comply with the terms of delivery of goods and services specified in the request, in line with the current procedures.
• Develop and maintain a comprehensive procurement database for goods and services in accordance with the requirements.
• Prepare or update weekly and monthly procurement status reports.
• Prepare reports in various formats related to procurement and reports as appointed by the manager.
• Collaborate with program staff to ensure effective support for program needs throughout the entire program cycle.
• Ensure the procurement, delivery and acceptance of goods and services in line with the current procurement procedures of the DRC and applicable law.
• Ensure that all logistics specific donor rules and policies are understood and respected.
• Prepare and monitor contractual documents for the procurement of goods and services in accordance with the requirements of the DRС.
• Apply ERP supply chain processes accurately and consistently, comply with the established requirements for maintaining records in the ERP system.
• Provide relevant data for fixed assets accounting in a timely manner.
• Ensure control over the shipment of material assets from the warehouse at the request of programs.

Procurement Planning and Oversight:

• Support and execute procurement plan in coordination with program teams.
• Prepare procurement and contractual documentation timely, ensure contract performance control and track all orders.
• Ensure compliance with donor-specific logistics rules and policies.
• Provide oversight for all purchase and service contracts in line with Ukrainian legislation to safeguard DRCs interests.
• Establish and maintain effective and long-term supplier contracts and relationships.
• Optimize supply chain operations by setting up long-term supply contracts.

Compliance and Risk Management:

• Ensure DRCs supplier due diligence processes are effectively implemented in the local context.

Key stakeholders: (internal and external)

• Area SC team leadr for Procurement.
• Area Support Services Manager (ASSM).
• Supply Chain team in Country Office.
• Area Manager (AM).
• Support Managers/Officers/Coordinators/Assistants.
• Programme Managers/Officers/Coordinators/Assistants.
• Supply Chain /Officers/Assistants.
• Vendors.

Rights/Responsibility:

Supply Chain Officer is entitled:

• To get acquainted with draft decisions of the organization’s management concerning his/her activity.
• To submit for management consideration by proposals as to improvement of the work related to the responsibilities established by the present instruction, to submit remarks about the employees of the organization; to suggest ways to correct failures detected in the organization’s activity.
• To request and receive either personally or by the demand of direct supervisor any information and documents necessary for the fulfilment of his/her professional responsibilities from the heads of the structural departments and specialists.

Supply Chain Officer is responsible:

• For undue fulfilment or failure to fulfil his/her job duties stipulated by this job description, - within the Labour Law of Ukraine.
• For the violation committed in the process of his/her professional activity, within the current administrative, criminal or civil law of Ukraine.
• For pecuniary damage, within the current civil law and labour law of Ukraine.
• To request from the management of the organization any support in fulfilment of his/her professional responsibilities.

About you:

• At least 3 years in logistics, or procurement roles, preferably in a humanitarian or development organization.
• Good understanding of the procurement rules and regulations of major international donors.
• Knowledge of humanitarian supply chain regulations, including donor requirements.
• Computer literacy: confident user in MS Word, Excel, PowerPoint and Outlook.

Education:

• Bachelor’s degree in supply chain management, Business Administration, or related field; Masters degree preferred.

Languages:

• Proficiency in written and spoken Ukrainian/or Russian language.
• Upper intermediate level in English (speaking/reading/writing).

All DRC roles require the post-holder to master DRC’s core competencies:

• Striving for excellence: Focusing on reaching results while ensuring efficient processes.
• Collaborating: Involving relevant parties and encouraging feedback.
• Taking the lead: Taking ownership and initiative while aiming for innovation.
• Communicating: Listening and speaking effectively and honestly.
• Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

We offer:

• Contract length: Open-ended contract upon successful completion of the three-month probation period.
• Designation of Duty Station: Chernihiv
• Start date: As soon as possible
• Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for national staff.

Application process:

• All applicants must upload a cover letter and an updated CV (no longer than four pages in English).
• Applications sent by email will not be considered.

Closing date for applications: 25 July 2024

Founded in 1956, DRC Danish Refugee Council is Denmark’s largest, and a leading international NGO. We have continuously been ranked as one of the best NGOs in the world - and are one of the few with a specific expertise in forced displacement. In over 40 countries, we protect, advocate and build sustainable futures for refugees and other displacement-affected people and communities.

By working in DRC, you will be joining a global workforce of around 8000 employees. We pride ourselves on our:

• Professionalism, impact & expertise
• Humanitarian approach & the work we do
• Purpose, meaningfulness & own contribution
• Culture, values & strong leadership
• Fair compensation & continuous development

DRC’s capacity to ensure the protection of and assistance to refugees, IDP’s and other persons of concern depends on the ability of our staff to uphold and promote the highest standards of ethical and professional conduct in relation DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment. DRC conducts thorough and comprehensive background checks as part of the recruitment process.

Danish Refugee Council is an equal opportunity employer and we consider all applicants regardless of race, age, ability, ethnicity, nationality, religion, gender identity, sexual orientation, or marital status. We have a strong ambition to further enhance the diversity of our workforce and our goal is to achieve 50% gender balance and at least 50% representation of national staff in management roles. We acknowledge the importance of fostering a diverse and inclusive team to successfully achieve our organizational goals and positively impact the communities we serve.