Background

DRC Uganda is currently looking for a highly qualified and motivated individual to join our dynamic team as Supply Chain Team Leader.

The overall purpose of the role:

The Supply Chain Team Leader will be accountable and responsible for overseeing procurement, warehousing, fleet, assets and facility management aspects of the region, providing day-to-day Supply Chain support to the programme by undertaking technical and practical operational tasks to ensure smooth, safe and efficient operation of the supply chain activities in consultation with the Country Supply Chain Manager

Your main duties and responsibilities will be:

Strategic

• Responsible for the overall coordination and management of the field office Supply Chain activities in liaison with the technical and administrative line manager.
• Remain aware of the evolving security situation, adapting supply Chain activities accordingly and ensuring new emergencies in operations are effectively supported.
• Receive and ensure implementation of compliance-related supply chain guidance and directions to keep the supply chain processes in sync with policy.

Procurement

• Ensure that procurements within the region are conducted in an efficient, effective, and transparent manner, in line with the relevant procedures and manual.
• Participate in procurement planning for the region and ensure that all procurement plans for regional projects/Budget holders are submitted to the Supply chain manager when correctly filled, considering correct categorization and pricing.
• Work with Programme Managers to ensure that procurement requests are placed in line with the procurement plans and in a timely manner.
• Ensure that all procurement activities are undertaken on DYN with P2P processes completed in accordance with the DRC policy and procedures.
• Tracking all invoices in liaison with the finance team ensuring timely approvals and submission of vendor invoices for payment while concurrently conducting a reconciliation to ensure there are not any unattended commitments.
• Collaborate with suppliers and give timely feedback regarding their invoice status, sharing POPs and any other invoice-related questions as may arise.

Inventories and Stock Management

• Ensure that all procured materials are properly stored and recorded and that all warehouse policies within the region conform to DRC policies and procedures.
• Perform regular spot checks to ensure that the movement of inventories to or from the regional warehouses is accurately documented, authorized and necessary paperwork is done as per procedure.
• Ensure that warehouse staff record movement of supplies in the monthly stock report and that the data of stock end month tallies with the with physical stock balances.
• Plan for and coordinate monthly/Bi-Annual and annual stock counting activities and ensure that an effective stock keeping system is in place.
• Plan for and ensure adequate program storage needs i.e., facilities assessment in terms of size, accessibility, and security.
• Provide monthly reports on Stock per project to mitigate risk of stock on closed projects or expired stocks.
• Train warehouse staff as required in managing and documenting the receipt, handling, storage, release and reporting of Programme supplies.
• Responsible for timely consolidation of monthly inventories, checking their accurateness and sharing it with Supply Chain Manager and the relevant programme staff.

Asset Management

• Ensure that the regular monthly asset reports are drawn up and coordinated with the country asset management focal person.
• Ensure that all records pertaining to the assets in the region are properly captured and regularly updated in the Dynamics asset management module.
• Ensure that the assets that are issued to staff are authorized, recorded and necessary paperwork exists in the region to later be transferred to the master asset data.
• Work in close cooperation with the Kampala Country Office supply chain team to ensure appropriate documentation and authorization for transfers, donations and disposal of assets.
• Support and manage staff asset handover processes at the regional office level to ensure all assets of DRC are properly handed over and documented prior to staff exits.

Fleet Management

• Coordinate the management of the fleet in the region to ensure efficiency and effectiveness of the operation of the Fleet function in the region. This shall entail allocation of vehicles and drivers to activities, fuel usage reconciliation submission and validation by the supply chain manager.
• Serve as a focal point for vehicle rental contracted supplier and issue Purchase Orders for vehicle rentals per program needs. Ensure that all rental vehicles are well-maintained and in good working condition.
• Put in place a system to brief drivers and ensure that they follow DRC regulations and policies.
• Ensure that an appropriate monthly vehicle analysis for fuel, maintenance and utilization is compiled and sent to the Supply Chain Manager.
• Coordinate the weekly travel plans for the region in liaison with the Kampala office for harmonization.
• Ensure that all documents and records related to the vehicles exist in each vehicle’s as well as related driver and rider relevant mandatory documents.

Filing and Reporting

• Implement the standard DRC e-filing systems in each office and train other supply chain staff for creating and using the same.
• Ensure that monthly Supply Chain reports are produced and disseminated on the right stakeholders on time.
• Ensure that all paperwork is kept according to the policies and procedures of the organization and filed neatly with supporting documents in respective files.

• Responsible for the overall coordination and management of the field office Supply Chain activities in liaison with the technical and administrative line manager.
• Remain aware of the evolving security situation, adapting supply Chain activities accordingly and ensuring new emergencies in operations are effectively supported.
• Receive and ensure implementation of compliance-related supply chain guidance and directions to keep the supply chain processes in sync with policy.
• Ensure that procurements within the region are conducted in an efficient, effective, and transparent manner, in line with the relevant procedures and manual.
• Participate in procurement planning for the region and ensure that all procurement plans for regional projects/Budget holders are submitted to the Supply chain manager when correctly filled, considering correct categorization and pricing.
• Work with Programme Managers to ensure that procurement requests are placed in line with the procurement plans and in a timely manner.
• Ensure that all procurement activities are undertaken on DYN with P2P processes completed in accordance with the DRC policy and procedures.
• Tracking all invoices in liaison with the finance team ensuring timely approvals and submission of vendor invoices for payment while concurrently conducting a reconciliation to ensure there are not any unattended commitments.
• Collaborate with suppliers and give timely feedback regarding their invoice status, sharing POPs and any other invoice-related questions as may arise.
• Ensure that all procured materials are properly stored and recorded and that all warehouse policies within the region conform to DRC policies and procedures.
• Perform regular spot checks to ensure that the movement of inventories to or from the regional warehouses is accurately documented, authorized and necessary paperwork is done as per procedure.
• Ensure that warehouse staff record movement of supplies in the monthly stock report and that the data of stock end month tallies with the with physical stock balances.
• Plan for and coordinate monthly/Bi-Annual and annual stock counting activities and ensure that an effective stock keeping system is in place.
• Plan for and ensure adequate program storage needs i.e., facilities assessment in terms of size, accessibility, and security.
• Provide monthly reports on Stock per project to mitigate risk of stock on closed projects or expired stocks.
• Train warehouse staff as required in managing and documenting the receipt, handling, storage, release and reporting of Programme supplies.
• Responsible for timely consolidation of monthly inventories, checking their accurateness and sharing it with Supply Chain Manager and the relevant programme staff.
• Ensure that the regular monthly asset reports are drawn up and coordinated with the country asset management focal person.
• Ensure that all records pertaining to the assets in the region are properly captured and regularly updated in the Dynamics asset management module.
• Ensure that the assets that are issued to staff are authorized, recorded and necessary paperwork exists in the region to later be transferred to the master asset data.
• Work in close cooperation with the Kampala Country Office supply chain team to ensure appropriate documentation and authorization for transfers, donations and disposal of assets.
• Support and manage staff asset handover processes at the regional office level to ensure all assets of DRC are properly handed over and documented prior to staff exits.
• Coordinate the management of the fleet in the region to ensure efficiency and effectiveness of the operation of the Fleet function in the region. This shall entail allocation of vehicles and drivers to activities, fuel usage reconciliation submission and validation by the supply chain manager.
• Serve as a focal point for vehicle rental contracted supplier and issue Purchase Orders for vehicle rentals per program needs. Ensure that all rental vehicles are well-maintained and in good working condition.
• Put in place a system to brief drivers and ensure that they follow DRC regulations and policies.
• Ensure that an appropriate monthly vehicle analysis for fuel, maintenance and utilization is compiled and sent to the Supply Chain Manager.
• Coordinate the weekly travel plans for the region in liaison with the Kampala office for harmonization.
• Ensure that all documents and records related to the vehicles exist in each vehicle’s as well as related driver and rider relevant mandatory documents.
• Implement the standard DRC e-filing systems in each office and train other supply chain staff for creating and using the same.
• Ensure that monthly Supply Chain reports are produced and disseminated on the right stakeholders on time.
• Ensure that all paperwork is kept according to the policies and procedures of the organization and filed neatly with supporting documents in respective files.

• Procurement planning
• Inventory management
• Asset management
• Fleet management
• Filing and reporting
• Compliance
• Communication
• Team leadership
• Problem-solving
• Adaptability

• Highly qualified and motivated individual