Supply Chain Assistant

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 Assistant for its activities in Chernihiv.

Overall purpose of the role:

Supply Chain Assistant 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 Logistics Support:

• Assist in the execution of procurement processes, ensuring compliance with the rules, stated in Operational Handbook and other relevant DRCs procedures and guidelines.
• Ensure that all orders are tracked from point of planning and request through to final receipt.
• Prepare the relevant documents for the procurement of goods and services.
• Participate in evaluation of bids and proposals and make sure the bids evaluation report, technical evaluation, minutes of negotiations and negotiated contract in selection of consultants contain all the facts and information required to justify the recommendations made in the report.
• Participate in the joint verification of procured goods and equipment and to ascertain the items conformity to Technical Specifications and Quantities.
• Facilitate the preparation and processing of procurement documentation.
• Support the maintenance of a comprehensive procurement database for goods and services.
• Collaborate with the Supply Chain Officer and Team Leader to ensure timely and accurate purchase orders and deliveries.
• Reflect the procurement processes in frames of assigned role in ERP.

Documentation and Reporting:

• Assist in the preparation of logistics-related reports, including weekly and monthly status reports.
• Contribute to maintaining accurate records of procurement and logistics activities.

Compliance and Processes:

• Ensure adherence to DRCs logistics and procurement procedures.
• Assist in maintaining compliance with donor-specific logistics rules and policies.
• Contribute to the application of ERP supply chain processes accurately.

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

Supply Chain Assistant 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.
• To request from the management of the organization any support in fulfilment of his/her professional responsibilities.

Supply Chain Assiatnt 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.

About you:

• At least 1 year of experience in a supply chain, logistics.
• Basic understanding of inventory management practices.
• Familiarity with procurement and logistics principles and processes.
• Computer literacy: confident user in MS Word, Excel, PowerPoint and Outlook.

Education:

• University degree: diploma or relevant certification in Supply Chain Management, Logistics, Business Administration, or related field

Languages: (indicate fluency level)

• Proficiency in written and spoken Ukrainian/or Russian language.

• 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.