Responsibilities:
R1. DRC Dynamics Implementation
- Act as the Super user for DRC Dynamics (ERP System) – Supply Chain track to ensure training is cascaded to other users in the Afghanistan Program for a successful transition to ERP.
- Focal point for all preparatory requirements for ERP related preparedness. This includes training, data migration and liaising with the regional office for support.
R2. Procurement Co-ordination
- Manage the entire process in the planning of procurement and supply chain activities for the DRC Afghanistan operations ensuring cost and time efficient delivery of services in compliance with DRC and Donors regulations.
- Collaborate with Program staff, Area Managers and Supply Chain teams in field for proper procurement planning in project design and implementation stages. Ensure that procurement plans are prepared, monitored and updated at Country and field office levels.
- Conduct regular visits to assess monitor systems and ensure that systems are standardized and support compliance and implementation of Operation Handbook volume on Procurement Management (including all updated policies on DRC intranet) across all field offices.
- Review Tenders (National and International) dossiers before advertising in close coordination with Supply Chain Manager and the regional logistics & procurement support.
- Manage and monitor procurement and tender processes at County Office level and Area Office level and Provide support to field sites to manage the tendering process (TOC report, technical analysis and contract award).
- Compile monthly reports received from field offices to provide country procurement reports to SC Manager
- Organize procurement training staff members and for non-logistics program staff (if/when needed) for procurement.
- Ensure implementation of DRC & external audit recommendations relating to Supply Chain-Procurement components.
- Ensure that all procurement documents are properly stored and archived
- Ensure that an organized filing system is in place, which should include records of all procurement / tender processes and correspondence with suppliers to provide an appropriate audit trail for any internal and external audits.
- Conduct market surveys in key categories and maintain a supplier list for various goods/services to ensure that DRC is receiving best value for money.
- Set up systems with finance staff for the control of supplier payments to ensure duplications are not made.
- Manage and monitor all relevant databases and procurement tracking systems.
- Review procurement dashboard, analyze data, and make strategic recommendations and take necessary action for better results.
- Participate in new project kick-ff meetings and grant review meetings as required.
R3. General Co-ordination
- Provide necessary support on Logistics (Asset, Fleet and WH) Management as backup support to ensure compliance and implementation according to DRC operational handbook.
- Data analyses procurement, fleet, asset and warehouse and summarizes the findings and recommendations present to SCM.
- Organized regular/monthly meetings with all relevant field level staff as per SCM direction, either in person or online. Document these meetings, ensure action points are addressed, and promote clear, proactive communication with suppliers and colleagues.
- Promote structured work habits, effective planning, organized filing, clear communication, and responsiveness, ensuring supply chain staff see themselves as internal service providers to the overall operations.
- Ensure all procurement department staff in area office are aware of the whistle-blowing procedures for corruption and breaches of the Code of Conduct, including the reporting mechanism in coordination with the Area Office.
- Visit each field office as necessary and planned.
- Ensure performance reviews feedback provided to area offices for all technical reporting staff (on procurement) to this position in a timely manner.
R4. Other Responsibilities:
- Lead coordination with local NGO partners on procurement and logistics to strengthen supply chain efficiency and compliance.
- Oversee routine maintenance and servicing of HMA and safety program equipment.
- Procurement and Logistics induction to new staff
- Lead on updating all SC trackers for country office and area office and prepare the analytical report monthly basis.
- Carry out additional tasks and responsibilities as assigned by the Supply Chain Manager or Senior Management.
Experience and technical competencies: (include years of experience)
- Clear understanding of the Procurement and Logistics Law of Afghanistan
- Clear understanding of Procurement Policies and advantage of having understood on Supply Chain Policies
- Experience with donor specific pro cedures and regulation related to Supply Chain components
- Ability to conduct training workshops in all areas of Supply Chain
- Minimum of 5 years’ experience of working with INGO’s in a Senior role in a Procurement and Logistics capacity
- Strong organizational and problem-solving skills with analytic approach
- Ability to work in participatory manner with staff to assess needs, implement and monitor activities.
Education/ Qualification (include certificates, licenses etc.)
- University degree Bachelor Level BBA or in relevant subject.
- Certificate in Humanitarian SC Management (value add)
Languages: (indicate fluency level)
- English (Written and Spoken) – Excellent
- Dari / Pasto (Written and Spoken) – Fluent
