Founded in 1956, The Danish Refugee Council (DRC) is a humanitarian, non-governmental, non-profit organization providing direct assistance to conflict-affected populations – refugees, internally displaced people (IDPs) and host communities – in more than 40 countries around the world. DRC has been implementing emergency response projects in Tanzania since the onset of the Burundi refugee crisis in 2015 in three refugee camps in the Kigoma Region at the border with Burundi. DRC’s integrated projects for refugees, asylum seekers and host communities comprise sectors such as Camp Coordination and Camp Management (CCCM), Protection, Water, Sanitation and Hygiene (WASH), Shelter and infrastructure, General Food Distribution (GFD) and Livelihoods.

Overall purpose of the role:

The Supply Chain Assistant will ensure efficient and effective procurement of supplies, services and work providing value for money and in compliance to best practices as per DRC Supply Chain Operations Handbooks and donor regulations.

Main Responsibilities:

• Responsible for execution of procurement activities in in a timely manner achieving value-for money while fully compliant to DRC and relevant donor procurement procedures and regulations.
• Work closely with the warehouse unit informing them of the supply pipeline, and ensure requestors verify supplies at delivery time. Follow up on timely delivery of supplies ensuring the items meet approved requestor specifications.
• Support in ensuring adherence to procurement plans by working closely with relevant budget-holders and supply chain Team Leader.
• Assist in an internal and external audit ensuring required information and documents requested are ready for submission to auditors.
• Before placing an order, the Supply chain Assistant together with Supply Chain Officer carefully checks purchase orders for accuracy, completeness, and clarity, verify that the production, shipping information, cost and delivery dates are all correct before obtaining authorization to place an order.
• Conduct delivery follow up for all committed Purchase orders and share with the requestors.
• To assist in the verification and review of all procurement process and documents before placing an order, work, or service contract.
• Facilitate market assessments when needed and update market records with prices on goods and services requested for programmatic activities.
• Timely process the payments for all completed good, service, work and send to Finance for payment.
• Complete the purchase form checklist, ensure the procurement file is complete and correct in accordance with DRC procurement guidelines before final approval and submission to Finance.
• Follow up on aged invoices and ensure proper reconciliation with complete documentation.
• Crosscheck that the complete procurement folders are filed and are accessible when required. Ensure that copies of all procurement files are done and labeled.
• Ensure the filing and archiving of the procurement file hard copies and the scanned copies on SharePoint follow the proper file naming protocol.
• Follow up and update on payment status and ensure all documents are sent to finance for payment.
• Excellent liaison, communication, and facilitation skill. Engage with relevant authorities for processing of camp entry permits.
• Observe the DRC Code of Conduct and DRC’s Anti-Corruption Policy and ensure any potential conflicts of interest are promptly raised and reported.
• To perform any task requested by your Line Manager

Reporting

• Weekly PR/PO Tracker status report, Procurement and Payment Tracker

About you

In this position, you are expected to demonstrate DRC’s five core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: You act in line with our vision and values.

Qualifications and Experience

Essential Experience

• Minimum 2 years’ experience in procurement and logistics function in a busy work environment with an NGO or INGO.
• Familiar with donor procurement guidelines; UN Agencies, DANIDA, FCDO, USAID, ECHO.
• Strong work ethic with high integrity and transparency
• Ability to work under pressure and deliver on tight deadlines.
• Strong skills and experience in using ERP system.
• Strong communication and feedback skills.
• Team-oriented.

Education:

• Bachelor’s degree in Procurement and Logistics or Supply Chain Management.
• Certificate in Humanitarian Logistics and Supply Chain Management

What we offer

Salary:  in accordance with the Danish Refugee Council’s Terms of Employment Management Band/ I2.

Availability:       18th July 2023.

Duty station:    Kibondo and Kasulu, Tanzania

Reporting Line:  Supply Chain Manager

Providing equal opportunities, We are committed to creating an inclusive and positive work environment based on mutual respect for all employees. All applicants are considered for employment without attention to race, age, ability, ethnicity, nationality, religion, gender identity, sexual orientation, marital status, or any other factor. At DRC we celebrate diversity and appreciate our employees for the people they are and their unique skills, backgrounds, and perspectives. We encourage all interested candidates to apply.

DRC strives to attract, motivate and retain qualified national staff within its programs. As such, we strongly encourage national and diaspora candidates to apply for this position. However, candidates should take into consideration that DRC cannot employ, under an international contract, a national of the country in which he or she will be working (in this case, the United Republic of Tanzania)

Promoting high standards: 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.

Application and CV

Only motivated applications that address the stipulated duties and meet the required qualifications, sent together with a CV, will be considered.

DRC only accepts applications sent via our online-application form on www.drc.ngo under JOB.

Please submit your application and CV in English no later than 03rd July 2023.