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Procurement & Logistics Consultant

Addis Ababa

  • Organization: DRC - Danish Refugee Council
  • Location: Addis Ababa
  • Grade: Consultancy - International Consultant - Internationally recruited Contractors Agreement
  • Occupational Groups:
    • Logistics
    • Procurement
    • Supply Chain
  • Closing Date: Closed

Background 
The Danish Refugee Council (DRC) is providing relief and development services in the Horn of Africa and Yemen. DRC is focusing mainly on populations displaced or others directly affected by conflict. The DRC Ethiopia/Djibouti program seeks to recruit a Procurement & Logistics Consultant who will work in the Ethiopia/Djibouti program to support the current Emergencies drought/flooding in Ethiopia. 
 
Purpose 
  • The Procurement and Logistics Consultant will oversee and work on ensuring that all DRC Operations Handbook procedures are in place and used.  
  • To ensure compliance, the consultant with work directly with the procurement and logistics team on a daily basis – this will ensure that learning of correct measures and procedures are transferred to the P&L staff.  
  • The consultant is responsible for conducting comprehensive P&L trainings for all DRC staff. 
  • He/she is responsible for developing the existing procurement and logistics systems based on the Ethiopian/Djiboutian context. 
 
Key Responsibilities: 
Strategic -Leadership 
  • Ensure that senior management team understands DRC procurement and logistics procedures so as to develop these in a strategic and context based direction. 
  • Ensure that high level procurements are done in accordance with DRC guidelines through writing clear and specification specific ITBs in partnership with the HOFA and P&L team.  
  • Ensure regular training on procurement procedures for all relevant DRC staff. 
  • Review the existing procurement policies, develop and maintain effective operating systems, procedures. 
  • Create a set of easily understandable guidelines for all procurement procedures so that field staffs are able to do RFQs, SQs.   
  • Have the oversight and correct all reporting requirements both internally and externally. 
  • Bringing to the RD/CD notice any abnormality identified in any procurement action or process that may cause negative action by the donor, beneficiaries, or local authorities. 
  • Bringing to the RD/CD notice all instances of corruption, whether proven or otherwise, at the earliest practical opportunity. 
  • Preventing unnecessary waste, including inefficiency, poor administration, and the lack of oversight and coordination 
 
Procurement and Logistics  
  • Ensure proper coordination and management of the DRC Addis procurement and Logistics team. 
  • Ensure conformity to procedures and timely delivery of goods and services. 
  • Ensure all procurement processes comply with DRC’s and individual donor policies and procedures.  
  • Oversee the implementation and monitoring of procurement processes in the Country Office train the DRC staff in leading tender opening processes.  
  • Ensure that programs have submitted monthly procurement plans and coordinate procurement with the concerned program managers to ensure the right quality/specification and timely delivery of goods.  
  • Work with the HoFA, Area Managers and Program Managers to set up framework agreements (FWA) with reliable suppliers as well as developing approved suppliers’ database for non FWA purchases. 
  • Ensuring that annual performance indicators are correctly done and submitted to the regional office in Nairobi on a monthly basis.  
 
Technical/Operational Support  
  • Develop procurement plans for all new projects and ensure that old projects are following their procurement plan. 
  • Assist all project managers in planning of procurement and ensure that all required documents are forwarded by the budget holders including clear specifications, project, budget lines and appropriate authorization.    
  • Undertake regular supervisory, monitoring and support visits to all field offices. 
  • Establishing and maintaining local procurement procedures that are easily understandable, if required due to local situation. 
  • Carefully reviewing Order Requests in regards to the technical specifications, selection & exclusion criteria, allocated budget & funding source and delivery time & place. 
  • Ensuring that the goods and services required to support operations are supplied in a timely manner, of adequate quality and quantity and of the best price quality ratio. 
  • Ensure the timely coordination of all procurement processes required to satisfy Order Requests or Procurement Plans 
 
Staff Management  
  • Directly line manage and supervise the Procurement coordinator – setting specfic goal, working together on trainings, ensuring that the DRC guidlines are followed – also after the consultancy ends. 
  • Organize training and capacity building on fleet management, warehousing , procurment to all relevant staff and enable them fulfil their duties and responsibilities. 
 
Outputs 
  • Inception report, including final methodology and work-plan. 
  • Assessment report which shall include an analysis of needs in the areas of operation, including possible implementation models and activities. The report shall be no more than 25 pages long excluding annexes. 
  • De-briefing to the DRC management in Djibouti and Ethiopia to present preliminary findings in the report and facilitate a development of a response matrix / log frame, as needed and feasible. 
  • Additionally, a preliminary presentation of key findings and recommendations after the data collection should be conducted for the Senior Management Team 
 
DRC’s responsibilities 
DRC will provide the following to the lead consultant:  
  • Transport to and from the field.  
  • All necessary project documents as requested by the consultant  
  • Travel Insurance, where applicable  
  • Accommodation, for consultant (The consultant will provide for own meals)  
  • Pay consultancy fees at a mutually agreed rate  
The terms and conditions of service will follow DRC terms of consultancies. Payment will be done according to the finance procedures of DRC. 
 
Reporting arrangements 
For day to day operations, the consultant will report to Head of Operations. DRC staff in the field locations will provide necessary support, as may be needed. The Consultant may provide updates on progress when requested by the Country Director.  
 
Duration of the consultancy  
The assignment must be completed within the following time frame comprising of a total of 3 months during the period from July to September 2016. 
 
Expected profile of consultant 
  • A degree in supplies chain management or other logistics/procurement fields.  
  • 10 years proven and relevant work experience in emergency programs in INGOs, out of which 5 years is in a senior position. 
  • Demonstrated leadership ability to inspire and empower others. 
  • Integrated knowledge and understanding of DRC procurement practices, systems, procedures.  
  • Strong interpersonal and communication skills and the ability to work under pressure.  
  • Excellent skills in the use of computers (MS Word, Excel, Power Point). 
 
Terms & conditions 
DRC will evaluate the proposals and award the assignment based on technical and financial feasibility.  DRC reserves the right to accept or reject any proposal received without giving reasons and is not bound to accept the lowest or the highest bidder. Only those shortlisted will be contacted. Any subcontracting of the consultancy will not be accepted. 
 
For general information about the Danish Refugee Council, please consult www.drc.dk. 
 
General 
Commitments: DRC has a Humanitarian Accountability Framework, outlining its global accountability committments. All staff are required to contribute to the achievement of this framework  
 
Application process 
Interested parties should forward the expression of interest, in English through www.drc.dk  (vacancies) no later than 26th June, 2016
 
The EoI should include:  
  • CV (s) with details of qualifications, experience, telephone number and names of three referees,  
  • Technical proposal that summarizes your understanding of the ToR and the proposed methodology, including the foreseen work plan for the days; and 
  • Financial proposal providing cost estimates of daily consultancy fees in US dollars ($). Daily consulting rate is negotiable, although will be commensurate to DRC consultancy terms and standards. 
  • Contacts of three organizations that have recently contracted you to carry out similar assignment.  
 
If you have questions or are facing problems with the online application process, please contact job@drc.dk     
 
 
This vacancy is now closed.
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