Recruitment Notice: Supply Chain Assistant

Danish Refugee Council (DRC)
TERMS OF REFERENCE Job
Title: Supply Chain Assistant
Line Supervisor: Area Manager Adamaoua/Est
Duty Station: Djohong
Work Area: Adamaoua, Cameroon

Introduction

The Danish Refugee Council (DRC) is a private and independent humanitarian organization working on all aspects of the refugee cause in around 30 countries around the world. It is the first Danish NGO operating internationally for the protection of refugees and internally displaced persons against persecution and for the promotion of durable solutions to the problems of forced immigration and conflicts. All of DRC’s action is based on humanitarian principles and human rights, in accordance with United Nations conventions and the code of conduct of the ICRC and NGOs during disaster relief operations. The approach to protecting and assisting populations affected by conflict is provided in a long-term and rights-based approach to ensure a coherent and effective response to the challenges of today’s conflicts. The assistance consists of humanitarian aid, rehabilitation, support for returnees and repatriates as well as the promotion of long-term solutions to displacement and its causes. In addition, supporting and building the capacity of local and national authorities is an integral part of DRC’s work.

DRC is present in seven West African countries, namely Mali, Guinea Conakry, Burkina Faso, Nigeria, Niger and Cameroon, Central African Republic and Guinea.

Currently, the actions carried out by DRC in the Adamaoua region are concentrated around the town of Meiganga and a sub-base was opened in Djohong in 2018. There are plans to open a new base in the Eastern Region. in Garoua Boulai during the fall of 2020.

THE POSITION
Under the direct supervision of the Area Manager Adamaoua/Est, the Supply Chain Assistant is responsible for providing support to the operational teams in terms of logistics and supply.

TASKS AND RESPONSIBILITIES

– Equipment management:
• Check that all assets, old and new, are properly registered and labelled;
• Ensure that the equipment is properly listed in the equipment monitoring table
; • Update the equipment monitoring table daily;
• and listed in the inventory of the sub-base;
• Participate in the physical inventory of equipment every six months;
• Ensure that each piece of equipment lent to a user has its assignment and return form;
• Ensure the proper use of the organization’s assets at the Base level.
• Ensure the good condition and general maintenance of equipment (generators, cars, motorcycles, pumps, etc.)
• Apply the equipment management procedures as described in the DRC’s OH;
• Participate in the monthly development of the equipment monitoring table;
• Ensure archiving of equipment monitoring documents;
• Participate in the electronic archiving of equipment tracking documents on the shraepoint;

– Management of the vehicle / generator fleet:
• Participate in monitoring the operating status of vehicles and generators;
• Control the daily checks of the vehicles made by the drivers;
• Ensure the availability of safety and first aid equipment in the vehicles used by the DRC teams (DRC fleet and rented vehicles);
• Check the presence of documents on board the vehicles;
• Ensure that rented vehicles comply with DRC standards;
• Ensure the daily control of the generators (coolant level, oil and fuel level);
• Monitor generator operating hours on the hours tracking sheet;
• Ensure that generator maintenance operations are carried out in accordance with the operations manual;
• Escalate maintenance needs to the Supply Chain Officer;
• Develop the monthly writing of vehicle and generator management reports;
• Develop the movement schedule;
• Ensure archiving of vehicle and generator management documents as described in the operations manual;
• Participate in the electronic archiving of vehicle and generator fleet tracking documents on sharepoint; 
• Apply vehicle and generator management procedures as described in the DRC OH;

– Purchasing management:
• Evaluate the logistics needs of the sub-base and work closely with the Meiganga Supply Chain Officer to develop the purchasing documents leading to the placing of orders;
• Participate in the evaluation of bids for the supply of goods and services to be delivered at the Base level;
• Track orders and ensure receipt of goods and services at Base and Sub-Base level. Jointly ensure with the applicant that the articles comply with the technical specifications and the quantities.
• Participate in the identification of suppliers in his area;
• Ensure that purchasing documents are complete before archiving,
• Ensure archiving of purchasing documents;
• Participate in the electronic archiving of purchasing documents on sharepoint;
• Participate in the preparation of monthly supply chain reports
• Apply the procedures of the DRC operations manual for purchasing management;

    Inventory management :
• Ensure management of the sub-base stock in close collaboration with the program staff;

• Supervise deliveries and shipments to and from DRC warehouses and establish the necessary documents (waybill, acknowledgment of receipt of goods, etc.);
• Participate in requests for resupply of the logistics team of the Sub-Bases;
• Participate in the monthly physical inventory of base and sub-base stocks;
• Ensure that all documents are present for proper inventory management (waybill, exit and entry voucher, acknowledgment of receipt, stock card, stock report, etc.);
• Participate in the writing of monthly inventory management reports;
• Ensure archiving of paper documents for inventory management;
• Participate in the electronic archiving of stock management documents on sharepoint;
• Comply with stock management procedures as described in the DRC operations manual;

– Building management:
• Ensure the maintenance of the organization’s premises in accordance with the standards defined by DRC;
• Ensure that DRC premises comply with the standards established by the organization in terms of premises security.
• Ensure that each building has a rental contract and home insurance;
• Ensure that the buildings have functional fire extinguishers and that they are inspected every year by an audit office;
• Ensure that each building has a first aid kit;
• Carry out a monthly inventory of buildings and propose a maintenance schedule;

– Reporting:
• Participates in the monthly writing of logistics reports: vehicle and generator fleet management report; stock report, equipment report;
• Participate in any request to write logistics reports;

– Other:
• Maintain good communications with the Sub-Base Supply Chain Assistants and the Base Supply Chain Officer;
KEY REQUIREMENTS

• Level of study: relevant university degree in logistics and/or supply chain management or equivalent professional qualification or successful experience of at least 3 years in a similar position;
• Experience: At least two (02) years of relevant professional experience;
• In-depth knowledge of automobile mechanics and/or electrical installations;
• Good computer skills (Pack Office);
• Experience in supply chain management, including purchasing / transport / warehouse and inventory management / distribution functions would be a plus;
• Excellent command of the French language and good writing skills;
• Fluency in English is an asset;
• Fluency in the local language is valuable;

QUALITIES:

• The search for excellence: focus on obtaining results while ensuring the efficiency of processes;
• Collaborate: involve relevant parties and encourage feedback;
• Take the initiative: take ownership and take initiatives while aiming for innovation;
• Communicate: listen and speak effectively and honestly;
• Demonstrate Integrity: Maintain and promote the highest standards of ethical and professional conduct in relation to DRC’s Values ​​and Code of Conduct, including protection from sexual exploitation, abuse and harassment.

PRACTICAL DETAILS

LEVEL:: The Supply Chain Assistant position is classified as NM.I in the DRC job grid

DURATION OF CONTRACT: 12 months.

DEADLINE FOR APPLICATIONS:  Sunday October 2, 2022 at 5

START DATE: October 25, 2022

Applications must be submitted in a sealed envelope with the mention “Title of the position” containing a cover letter, a Curriculum Vitae, the contacts and the email addresses of three references, in the DRC offices of Yaoundé, Meiganga located in the Haoussa or Djohong district opposite the Lamidat, Garoua-Boulai or sent electronically to the following address: CMR-ADAMAOUA-Recrutement@drc.ngo
Only shortlisted candidates will be contacted.
Female candidates are strongly encouraged.