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Logistics & Procurement Officer recruitment à Djibouti
The Danish Refugee Council is looking for a very talented Logistics and Procurement Officer for the Office in Djibouti Ville.
The Danish Refugee Council (DRC) is an International, non-governmental organization, which promotes and supports durable solutions to the problems faced by refugees and internally displaced people all over the world.
DRC wants to recruit the following positions:
1.Logistics & Procurement Officer (Djibouti Ville)
These positions will work to ensure DRC programming is compliant with the Humanitarian Accountability Partnership (HAP) standards and the DRC Code of Conduct. Job descriptions are also displayed on DRC Offices main gates respectively in Ali Sabieh and Obock.
TO APPLY FOR ANY OF THESE POSITIONS
Applications must be in English – Les candidatures doivent être rédigées en Anglais. Interested candidates should send a CV, a Cover letter and other supporting documents addressed to the DRC mail account at vacances@drcdjibouti.org.
Only applications via email will be accepted.
Applications will be reviewed on a rolling basis before the deadline, and interviews for this position will be held as suitable candidates present themselves. Deadline for applications for this positions are 02 July 2016.
Key Responsibilities
Management
•Coordinate procurement and shipment of suppliers to other offices.
•Act as Djibouti Office Procurement and Logistics focal point including compilation of Annual Performance Indicators (APIs) related to Djibouti Programmes.
•Ensure Logistics and Procurement tools in the Djibouti Office are effectively rolled out in order to support Djibouti Programme.
•To take overall responsibility for the management and implementation of procurement and logistics. This includes procurement, warehouse and stock management and vehicle/fleet management.
•To provide technical support to operations assistants in the field offices in matters related to Logistics and procurement.
Procurement
•Ensure the existence of procurement plan for each project and share with Area manager, Logistics & Procurement Coordinator or Regional Office as may be appropriate on timely basis.
•Follow the procurement procedures and ensure value for money for all the procured works, services and supplies.
•Ensure that items delivered by the vender are in good working order, guarantees are in place and proper documentations exist for supplies or services received.
•Manage, constantly update and share internally the procurement status sheet reflecting all procurement in progress clearly segregating procurement according to different projects/departments on weekly basis.
•Keep up to date filing system in Procurement and Logistics department.
•Update relevant information about procurement process in a database, appraise supplier performance and manage relationships with suppliers.
•Prepare tender documents and contract for approval and issue them to awarded suppliers.
•Prepare tender documents for local advertisement and convene an evaluation team for tender opening.
•Make recommendations and confirm purchase orders/contracts in coordination with the project and operations staff.
•Follow-up on the timely delivery of goods by suppliers and supervise receipt, storage and shipping of the goods to their final destinations.
•Ensure proper filing of all procurement documents with respect to the project and donor to which they pertain.
•Prepare or advise on derogations if required.
•Ensure that appropriate measures are taken to implement programme procurement plans. These should be through the Operations Handbook on logistics, purchasing and supply procedures and will need close collaboration with the other programme or support functions.
•Develop a database for prequalified suppliers or service providers to improve efficiency in procurement.
•Ensure coding and proper tagging of assets and the maintenance of an up to date and proper asset inventory for office and DRC rented houses.
•Liaise with relevant actors in securing storage and shipment of emergency supplies in first phase of the emergency response.
•Line manage logistics staff including drivers.
Fleet management
•Ensure that drivers adhere and respect DRC driving code;
•In collaboration with the drivers, responsible for the good status of all DRC vehicles and generators by facilitating repairs and routine maintenance through DRC recommended garage, keeping record of all activities;
•Ensuring that license, insurance and registration of all DRC vehicles are current and up to date and to follow-up any defects with the appropriate authorities;
•Responsible to see that vehicle and generator log sheets are always available, properly filled in, computed, analyzed and the results reported on monthly basis;
•Supervise general fuel supply to DRC vehicles, mileage usage and fuel consumption of all vehicles and generator for continuous monitoring and prepare weekly performance reports for all transport and related activities;
•Book all transport requests for rental vehicles and commercial trucks as may be appropriate and ensuring that log sheets are filled and that DRC’s driving code is signed.
•Prepare the rent contract for the DRC fleet
•Ensure that the rented vehicle adhere to the DRC security standard
Stock management
•Ensure all stocks/supplies is properly recorded, packed, stored and shipped with the most cost-effective and secure manager.
•Ensure up-to-date records on all stock flows and follow up stock defects, irregularities and shortfalls as required; either take necessary actions yourself or bring it to the attention of the Area Manager.
•Ensuring that all items issued from the store, purchased or received for onward transportation are appropriately documented and accompanied by the required waybills;
•Carry out close inspection of Project items/materials delivered to the stores, to ensure that they are the right quantity and quality;
•Ensure a proper state of cleanliness and security where supplies or stocks are stored.
•Ensuring that correct Supply Request and Release documentation for items/materials are produced with an approval from the departments;
•Ensure proper storage and maintenance of all office equipment in the field;
•Maintain and update stock and asset inventory list on a monthly basis.
Personnel Management and Staff Development:
•Overall line management of procurement and logistics staff and active advice and support to logistics staff in the programme areas.
•Coordinate with Human Resources for recruitment, hiring, orientation/training, performance review (periodic, annual) and any disciplinary actions needed.
•Provide supervision, coaching, and on-the-job training of the procurement, logistics, operation and programme staff.
•Ensure procurement and logistics staff understand their job responsibilities, have relevant performance/professional development objectives that they pursue and for which they receive regular support, feedback, and evaluation.
•Follow up on the work plans of supervisees and taking the necessary steps to ensure that they are strictly adhered to.
•In line with the procurement and logistics assessment, recommend capacity building method for the existing the procurement and logistics assessment team. This role involves substantial training, capacity building of national staff and if/when appropriate recruitment of others.
•Follow up on the work plans of supervisees and taking the necessary steps to ensure that they are strictly adhered to
Representation and Coordination:
•Represent DRC at Logistics Cluster meetings or any other relevant working groups in Djibouti.
•Attend all projects kick-off and close out meetings and advise on necessary procurement and logistics procedures.
•Liaise with Ethiopia/Nairobi Regional Office on Procurement and Logistics issues when necessary.
Reporting Requirements:
The Procurement and Logistics Officer will produce the following reports:
•Monthly fuel and oil consumption report for vehicles and generators;
•Monthly summary stock reports;
•Monthly inventory and fixed assets report;
•Weekly and monthly procurement status reports.
•Quarterly Logistics and Procurement APIs.
SKILLS AND COMPETENCE:
•University degree in procurement or logistics or Business Administration with major on procurement/logistics.
•At least four years in management and supervisory role in procurement or logistics in INGO field operations.
•Good knowledge of procurement and logistics management, including the provision of services in remote locations.
•Demonstrated experience in capacity building and training.
•Experience in establishing and implementing procurement and logistics systems.
•Excellent organizational and computer skills.
•Excellent personal communication skills; written and verbal French and English. Fluency in Arabic will be added advantage.
•Well-organized, able to multitask, and rigorous.
The Danish Refugee Council (DRC) is an International, non-governmental organization, which promotes and supports durable solutions to the problems faced by refugees and internally displaced people all over the world.
DRC wants to recruit the following positions:
1.Logistics & Procurement Officer (Djibouti Ville)
These positions will work to ensure DRC programming is compliant with the Humanitarian Accountability Partnership (HAP) standards and the DRC Code of Conduct. Job descriptions are also displayed on DRC Offices main gates respectively in Ali Sabieh and Obock.
TO APPLY FOR ANY OF THESE POSITIONS
Applications must be in English – Les candidatures doivent être rédigées en Anglais. Interested candidates should send a CV, a Cover letter and other supporting documents addressed to the DRC mail account at vacances@drcdjibouti.org.
Only applications via email will be accepted.
Applications will be reviewed on a rolling basis before the deadline, and interviews for this position will be held as suitable candidates present themselves. Deadline for applications for this positions are 02 July 2016.
Key Responsibilities
Management
•Coordinate procurement and shipment of suppliers to other offices.
•Act as Djibouti Office Procurement and Logistics focal point including compilation of Annual Performance Indicators (APIs) related to Djibouti Programmes.
•Ensure Logistics and Procurement tools in the Djibouti Office are effectively rolled out in order to support Djibouti Programme.
•To take overall responsibility for the management and implementation of procurement and logistics. This includes procurement, warehouse and stock management and vehicle/fleet management.
•To provide technical support to operations assistants in the field offices in matters related to Logistics and procurement.
Procurement
•Ensure the existence of procurement plan for each project and share with Area manager, Logistics & Procurement Coordinator or Regional Office as may be appropriate on timely basis.
•Follow the procurement procedures and ensure value for money for all the procured works, services and supplies.
•Ensure that items delivered by the vender are in good working order, guarantees are in place and proper documentations exist for supplies or services received.
•Manage, constantly update and share internally the procurement status sheet reflecting all procurement in progress clearly segregating procurement according to different projects/departments on weekly basis.
•Keep up to date filing system in Procurement and Logistics department.
•Update relevant information about procurement process in a database, appraise supplier performance and manage relationships with suppliers.
•Prepare tender documents and contract for approval and issue them to awarded suppliers.
•Prepare tender documents for local advertisement and convene an evaluation team for tender opening.
•Make recommendations and confirm purchase orders/contracts in coordination with the project and operations staff.
•Follow-up on the timely delivery of goods by suppliers and supervise receipt, storage and shipping of the goods to their final destinations.
•Ensure proper filing of all procurement documents with respect to the project and donor to which they pertain.
•Prepare or advise on derogations if required.
•Ensure that appropriate measures are taken to implement programme procurement plans. These should be through the Operations Handbook on logistics, purchasing and supply procedures and will need close collaboration with the other programme or support functions.
•Develop a database for prequalified suppliers or service providers to improve efficiency in procurement.
•Ensure coding and proper tagging of assets and the maintenance of an up to date and proper asset inventory for office and DRC rented houses.
•Liaise with relevant actors in securing storage and shipment of emergency supplies in first phase of the emergency response.
•Line manage logistics staff including drivers.
Fleet management
•Ensure that drivers adhere and respect DRC driving code;
•In collaboration with the drivers, responsible for the good status of all DRC vehicles and generators by facilitating repairs and routine maintenance through DRC recommended garage, keeping record of all activities;
•Ensuring that license, insurance and registration of all DRC vehicles are current and up to date and to follow-up any defects with the appropriate authorities;
•Responsible to see that vehicle and generator log sheets are always available, properly filled in, computed, analyzed and the results reported on monthly basis;
•Supervise general fuel supply to DRC vehicles, mileage usage and fuel consumption of all vehicles and generator for continuous monitoring and prepare weekly performance reports for all transport and related activities;
•Book all transport requests for rental vehicles and commercial trucks as may be appropriate and ensuring that log sheets are filled and that DRC’s driving code is signed.
•Prepare the rent contract for the DRC fleet
•Ensure that the rented vehicle adhere to the DRC security standard
Stock management
•Ensure all stocks/supplies is properly recorded, packed, stored and shipped with the most cost-effective and secure manager.
•Ensure up-to-date records on all stock flows and follow up stock defects, irregularities and shortfalls as required; either take necessary actions yourself or bring it to the attention of the Area Manager.
•Ensuring that all items issued from the store, purchased or received for onward transportation are appropriately documented and accompanied by the required waybills;
•Carry out close inspection of Project items/materials delivered to the stores, to ensure that they are the right quantity and quality;
•Ensure a proper state of cleanliness and security where supplies or stocks are stored.
•Ensuring that correct Supply Request and Release documentation for items/materials are produced with an approval from the departments;
•Ensure proper storage and maintenance of all office equipment in the field;
•Maintain and update stock and asset inventory list on a monthly basis.
Personnel Management and Staff Development:
•Overall line management of procurement and logistics staff and active advice and support to logistics staff in the programme areas.
•Coordinate with Human Resources for recruitment, hiring, orientation/training, performance review (periodic, annual) and any disciplinary actions needed.
•Provide supervision, coaching, and on-the-job training of the procurement, logistics, operation and programme staff.
•Ensure procurement and logistics staff understand their job responsibilities, have relevant performance/professional development objectives that they pursue and for which they receive regular support, feedback, and evaluation.
•Follow up on the work plans of supervisees and taking the necessary steps to ensure that they are strictly adhered to.
•In line with the procurement and logistics assessment, recommend capacity building method for the existing the procurement and logistics assessment team. This role involves substantial training, capacity building of national staff and if/when appropriate recruitment of others.
•Follow up on the work plans of supervisees and taking the necessary steps to ensure that they are strictly adhered to
Representation and Coordination:
•Represent DRC at Logistics Cluster meetings or any other relevant working groups in Djibouti.
•Attend all projects kick-off and close out meetings and advise on necessary procurement and logistics procedures.
•Liaise with Ethiopia/Nairobi Regional Office on Procurement and Logistics issues when necessary.
Reporting Requirements:
The Procurement and Logistics Officer will produce the following reports:
•Monthly fuel and oil consumption report for vehicles and generators;
•Monthly summary stock reports;
•Monthly inventory and fixed assets report;
•Weekly and monthly procurement status reports.
•Quarterly Logistics and Procurement APIs.
SKILLS AND COMPETENCE:
•University degree in procurement or logistics or Business Administration with major on procurement/logistics.
•At least four years in management and supervisory role in procurement or logistics in INGO field operations.
•Good knowledge of procurement and logistics management, including the provision of services in remote locations.
•Demonstrated experience in capacity building and training.
•Experience in establishing and implementing procurement and logistics systems.
•Excellent organizational and computer skills.
•Excellent personal communication skills; written and verbal French and English. Fluency in Arabic will be added advantage.
•Well-organized, able to multitask, and rigorous.
- Emplois & Services, Emplois
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