The Danish Refugee Council (DRC) is one of the world’s leading humanitarian NGOs, working in more than 40 countries to provide appropriate assistance with a rights-based approach to refugees, asylum seekers, displaced persons internal, repatriated and migrants. DRC has been present in Colombia since 2011, but in 2018 it expanded its operations in response to the Venezuelan crisis. DRC Colombia currently implements a humanitarian response focused on protection for Venezuelan and returned Colombian refugees and migrants in Colombian cities such as Riohacha, Barranquilla and Bogotá, currently also incorporating activities in Nariño and Norte de Santander.
General purpose of the position
The Supply Chain and Purchasing Officer is responsible for all procurement of goods and services, warehousing, transportation of goods and people, land and river fleet management, asset and inventory management of the organization and general logistics for the base. of Nariño, in accordance with the internal framework of the Danish Refugee Council – DRC and the regulations determined by the donors.
Responsibilities:
Acquisitions and Administration:
- Ensure compliance with the purchasing processes required for the proper functioning of DRC operations in the Barbacoas office and intervention municipalities of the Nariño base.
- Validate the documentary integrity of the purchasing processes according to the requirements of the donors.
- Generate monitoring and traceability of purchase requests, managing requisition orders and following the payment approval process for purchase requests according to DRC procedures.
- Timely notify finance of completed acquisition and purchasing processes so that payments are managed in a timely manner.
- Lead the supplier selection process according to DRC procedures: Coordinate, together with Supply Chain assistants, the updating, renewal and correct registration of suppliers in the corresponding databases, as well as their compliance with legal requirements in Colombia to be eligible for hiring.
- Promote and/or encourage the creation of framework agreements for the Nariño base, as well as be guarantor of the PA creation processes that are implemented for the base.
- Prepare and manage bidding processes.
- Guarantee the correct implementation of the Procurement Plan of the projects managed at the base.
- Accompany program teams in planning purchasing and logistics needs.
- Maintain monitoring of ERP indicators (DRC Dynamics).
- Update and monitor framework agreements with suppliers using the Dynamics platform.
- Support the organization in the execution of external and internal audits and requests for donor information.
Logistics:
- Organize the logistical and programmatic requirements in such a way that the missions are carried out properly and meet the objectives socialized in the mission briefing.
- Identify and propose solutions to logistical challenges faced in the execution of operations at the Nariño base, both in office activities and field activities.
- Monitor goods received notes, delivery notes, packing lists, and ensure timely delivery of requested items according to the applicable procurement process.
- Ensure the maintenance of the office, through supplier quotes and monitoring of established activities.
- Coordinate the delivery management of materials, elements and assets of the organization.
- Coordinate the movement of cargo and transportation from the warehouse to the project intervention sites.
- Ensure the transportation of DDG officials, transportation of elements (tents, tools, accommodation, supplies, etc.).
- Production of monthly reports on the movements of the base’s fleet of vehicles and boats.
- Carry out controls for the correct use, maintenance and condition of the fleet, including the physical/mechanical review of the vehicles, through the determined processes.
- Ensure compliance with DRC’s Supply Chain operations manuals in all processes associated with purchasing, logistics and transportation.
- Supervise and control the logistics warehouse (review, rotation and inventory status).
- Support all unspecified and spontaneous tasks in relation to logistics management to comply with an event of the Organization.
Management of fixed assets, furniture and fixtures and supplies
- Control, record and monitor the base’s fixed assets.
- Control, register and monitor the furniture and belongings of the base.
- Control, record and monitor the visibility of the base.
- Control, record and track stationery, cleaning and cafeteria supplies at the base.
- Record the allocation of assets, furniture and fixtures and visibility of the base.
- Carry out inventories and maintain detailed control.
- Prepare and record donation documentation.
- Manage and control the warehouse.
Fleet management
- Ensure compliance with DRC fleet management processes for the base.
- Ensure the availability of vehicles for program operations.
- Coordinate periodic inspections and maintenance of vehicles and boats.
- Coordinate the timely completion of the technical-mechanical inspection for the vehicles
- Ensure that vehicles have current SOAT policies, fire extinguishers with a review date of less than one year, complete road equipment and first aid kits with unexpired supplies.
- Keep the registry of qualified drivers and driving licenses updated
- Provide a timely response to the needs for repair and/or replacement of parts of Vehicles and boats.
- Keep track of the record of the GPS installed for the fleet.
- Control the use and consumption of fuel of the local office fleet.
- Carry out induction, training, monitoring and feedback to the driver team
Security
- Coordinate a timely and effective response to traffic accidents involving the DRC fleet.
- Accompany the claim processes of third parties affected in traffic accidents with the DRC fleet.
- Track Incidents and accidents involving the fleet.
- Receive and record monitoring reports from teams in the field and/or drivers in inter-municipal and inter-regional transit.
Others
- Support the training of new members in the use of the Dynamics Platform.
- Participate in follow-up meetings of the national office.
- Participate in support area meetings.
- Carry out induction, training, monitoring and feedback to the team of Supply Chain assistants.
- Carry out induction, training, monitoring and feedback to the cleaning assistant
- The others assigned by the Area Manager and the Support Team Leader, according to the programmatic needs of the base.
Security and health at work
- Seek comprehensive care for your health.
- Actively participate in the formation of COPASST – Labor Coexistence Committee – Emergency Brigades, as well as the activities they carry out.
- Comply with the rules, regulations and instructions of the SG SST.
- Report in a timely manner the dangers and risks latent with your workplace.
- Attend OSH training defined by the SG-SST training program.
- Ensure the maintenance of order and cleanliness in your position and work area.
- Provide clear, truthful and complete information about your health status.
- Immediately report work accidents, incidents (near accidents) and illnesses diagnosed as work-related to the OSH area and your immediate boss.
- Report to the immediate supervisor the need to take corrective or preventive actions, which correspond to real or potential non-conformities of the process to which it belongs.
- Participate in training activities, drills and those that are scheduled from safety and health at work.
- Participate and contribute to the fulfillment of the SG-SST policy and objectives.
Requirements in terms of Experience:
- Minimum 2 years of experience in humanitarian logistics, procurement, transportation and distribution, storage and stock management.
- Good understanding of procurement rules and regulations of major international donors
- Maximum level of respect and integrity in dealing with suppliers
- Analytical capabilities
- Orientation to problem solving
- Work capacity under uncertainty
- Excellent ophimatic skills
Education:
- Relevant University Degree in logistics and/or supply chain management or equivalent professional qualification.
Languages
- Good knowledge of written and spoken English (desirable).
All DRC roles require the incumbent to master the DRC core competencies:
• Achieve excellence: focus on achieving results and ensuring efficient processes
• Collaboration: involve relevant parties and encourage feedback
• Take initiative: take ownership and initiative while pursuing innovation
• Communicate: listen and speak effectively and honestly
• Demonstration of integrity: act in accordance with the DRC vision and values
We offer:
• The opportunity to belong to one of the best NGOs in the world.
• Access to more than 1,000 free online trainings and certificates.
• Prepaid medicine, 100% coverage of the policy for the employee and special price for
beneficiaries.
• Fixed-term national contract for 5 months with all legal benefits, with the possibility
contract renewal according to performance and availability of funds.
• Salary starting at $3,341,000 depending on the candidate’s experience and skills.
• Start date: June 2024
• Salary and conditions in accordance with the terms of employment in Colombia.
Application process
All applicants must upload only a cover letter (1 page) and a resume
updated (not exceeding 3 pages) no more supports are received through this means.
Application closing date: May 13, 2024 at 11:59 am Local Time.