Supply Chain Assistant

About DRC
The Danish Refugee Council (DRC) is a humanitarian, non-governmental and non-profit organization, founded in 1956, that works in more than 35 countries around the world. DRC has been operating in Kenya since 2005, where we assist refugees and displacement-affected communities in Dadaab, Mandera, Lodwar, Kakuma, Kalobeyei and Nairobi through protection and livelihoods activities to enhance their self-reliance and expand opportunities for a dignified life. DRC provides both humanitarian assistance and longer-term development support to respond to the needs of communities affected by acute crisis as well as those in protracted displacement situations. 

Overall purpose of the role: 
The Supply Chain Assistant’s role, will participate in and oversee the receipt, storage, requisitions and disbursement of supplies and materials from the warehouse in the DRC Lodwar/Kakuma Field Office. He/She will ensure compliance with DRC Operations Handbook alongside donor policies, procedures, guidelines and rules. He/she will seek and receive policy guidance/ instructions and support from the Head of Support Services (HoSS), Finance Officer Kakuma, finance Coordinator and Finance Manager.

Duties and Responsibilities:
R1. Stock management:

• Manage and document the receipt, handling, storage, release and reporting of goods through the DRC warehouse(s) by ensuring all materials leaving the warehouse are based on approved stock release.
• Ensuring that the filing system for stores is well maintained. Provide weekly and monthly stock reports (issues, receipts and balances, but also maintenance of the warehouse).
• Inspect materials delivered to the warehouse at the reception of the items.
• Stock materials according to the prescribed inventory system approved by DRC.
• Ensure stock management and administration systems are implemented. Monitor projects stock levels and advise on appropriate stocking and replenishment to meet project demands.
• Ensure disposal of expired items.
• Ensure all store records are accurate and up to date.
• Conduct monthly checks/stock taking for all stocks held in the warehouse.
• Advise the Supply Chain Officer of warehouse specific issues or improvements. Report immediately any discrepancies related to stock management.
• Implement and ensure clear safety procedures for staff and casuals working in the warehouse.
• Ensure that DRC warehouses are managed according to DRC warehouse standards and records are kept for audit.

R2. Procurement support:

• Assist the Program team to handle procurement activities to hasten acquisition of program supplies as per procurement plan and document it.
• Coordinate purchasing activities by exploring the most efficient and cost-effective means of commodity sourcing, and timely delivery to the required destinations
• Prepare invitation for bidders and attend procurement meetings.
• Ensure the maintenance of a supplier database and develop robust local supplier relationships.
• Develop a list of approved supplies with framework agreements to ensure quality of goods and services are provided in a timely manner.
• Develop frame work agreements with suppliers at Field Level.
• Carry out in a timely manner the actual procurement for the Lodwar and Kakuma Office
• Prepare tender invitation documents, receive and opening of tender documents, participate in evaluation of bids and make sure the bids evaluation report, technical evaluation, minutes of committees in awarding of suppliers contain all the facts and information required to justify the recommendations made in the report.
• Prepare contract and amendments of contracts when needed.
• Assist internal departments prepare and update Procurement Plans. 

Personal qualities:

• Highly organized, delivery-focused and process- driven.
• High levels of integrity and trustworthiness
• Analytical and able to present logical arguments,
• Curious and seeks out information, strong drive to learn new things and improve own capacity,
• Takes initiative – identifies what needs to get done and does it,
• Hard working and driven to achieve objectives, Able to work under minimum supervision
• A good team player, high level of attention to detail, culturally sensitive and able to resist external pressure

Experience and technical competencies:

• University degree (Logistics, Business Administration, or Economics will be preferred)
• Minimum 3 years of work experience in supply chain management – logistics, procurement, warehousing, inventory management, asset management.
• At least 2 years of the work experience should have been in NGO/INGO environment ,
• Be Member of professional body either KISM or CIPS in good standing;
• Understanding of the local market, local legislation related to contracts.
• Understanding of the Supply Chain (procurement, assets, and warehouse) rules and regulations of major international donors.
• Very good skills MS Word, Excel, Outlook, PowerPoint
• Training in Enterprise Resource planning (ERP) systems
• Very good interpersonal and team skills.
• Commitment to humanitarian principles and values.
• Commitment to and understanding of DRC’s aims, values, and principles.

Languages:

• Fluent English
• Fluent swahili 

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

• 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 Uphold and promote 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.

Conditions:  
Contract duration: 6-months contract with possibility of extension, subject to funding and performance. Salary and conditions will be in accordance with the Danish Refugee Council terms of employment for National staff.
Employment Category: Band I2
Reporting to: Project Manager-Karamoja Strong- with a dotted line to the MEAL Coordinator
Availability: July 2025
Location: Lodwar (with extensive travel Kakuma)
Key stakeholders:
Internal: Country Supply Team and all field Supply chain staff & Finance team and all Area and program managers.
External: Local government authorities, Other NGOs and local authority, Community members, Vendors/Suppliers

General
Commitments: 
DRC has a Humanitarian Accountability Framework, outlining its global accountability commitments. All staff are required to contribute to the achievement of this framework (http://www.drc.dk/HAF.4265.0.html)

Application Process:
Qualified candidates are invited to submit their applications, which should include a 1-page cover letter clearly stating their motivation, and qualifications and a CV. Applications should include contact details of three professional referees who have supervised the candidate in the last five years. One referee must be the applicant’s most recent manager. Only applications that address the stipulated duties and meet the required qualifications will be considered.  
We only accept applications sent via our online application form on www.drc.ngo under Vacancies. Applications should be sent no later than: 18th June 2025.

Gender Equality: 
DRC is committed to achieving gender parity in staffing at all levels.  In light of this, female candidates and those from minority groups are strongly encouraged to apply.