Back Supply Chain Officer

Introduction

The Danish Refugee Council assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunity for a brighter future. We work in conflict-affected areas, along the displacement routes, and in the countries where refugees settle. In cooperation with local communities, we strive for responsible and sustainable solutions. We work toward successful integration and – whenever possible – for the fulfillment of the wish to return home.

The Danish Refugee Council was founded in Denmark in 1956 and has since grown to become an international humanitarian organization with more than 7,000 staff and 8,000 volunteers. Based in Copenhagen (Denmark) and present in forty countries, the Danish Refugee Council is a non-profit-making, politically independent, non-governmental and non-denominational relief organization.

Our vision is a dignified life for all displaced. All our efforts are based on our value compass: humanity, respect, independence and neutrality, participation, and honesty and transparency.

Background

DRC has been operating in Greece since November 2015, providing support to the Greek Ministry of Migration Policy in ensuring dignified reception conditions for refugees and migrants arriving on Lesvos island. In March 2016, DRC expanded its operations in Athens, in response to the changing context and the build-up of refugee population on mainland Greece.

Purpose

DRC Greece is looking to recruit a qualified, flexible and enthusiastic professional to work for its Supply Chain Department in Larissa, Greece, as a Supply Chain Officer. Under the supervision of the SC Team Leader, the Supply Chain Officer, will process and support in overall Supply Chain activities in DRC Greece Larissa Office regarding the Helios project.

Duties & Responsibilities

Responsibilities will include, but not necessarily be limited, to the following:

Procurement

· Become familiar with DRC Procurement Operational Handbook, Policies & DRC Dynamics (ERP) manual for Procurement

· Handle the procurement of goods, services & works ordered by the Program department, in a cost-effective and transparent manner, ensuring best value for money

· Ensure that all procurement is done according to DRC policies/guidelines, and Donors’ relevant requirements and that all documents are filled properly as hard copies & in digital filing (Share Point)

· Perform Procurement to Pay (P2P) activities in DRC Dynamics (ERP)

· Undertake procurement activities covering the pre-award, award (evaluation of bids), and the post award phases, such as: prepare tender dossier, review and verify technical specifications, and launch tender procedure preparing all relevant tender documents; conduct relevant market researches for procurement bid lists; coordinate the Tender Opening Committee, manage the award and assume the responsibilities for contract management and contract administration; prepare contracts and purchase orders

· Follow up with suppliers and contractors to ensure timely and effective supply and delivery of goods, services and works

· Update all Procurement and Contract Trackers, suppliers’ list and any other Procurement reporting tool

· Work closely with Supply Chain / Logistics (Warehouse, Assets, Fleet) department to inform of upcoming deliveries etc

· Work closely with Finance department for payment follow up

· Work closely with rest Program departments for continuous update on the requests raised

· Provide training and guidance to any new Supply Chain / Procurement and in general DRC employee on Procurement procedures and guidelines (preparation of presentations, staff inductions etc.)

· Run the procurement process and maintain all Procurement related data within DRC Dynamics (DRC’s Global ERP system)

· Perform other relevant duties as assigned by Supply Chain Team Leader

Asset

· Become familiar with DRC Assets & GPO Operational Handbook, Policies & DRC Dynamics (ERP) manual for Assets

· Complete & maintain the DRC Assets & General Purpose Equipment (GPE) lists with regular updates

· Transfer and maintain the DRC Assets list in DRC Dynamics (DRC Global ERP system)

· Physically verify & tag DRC Assets (as per DRC Dynamics Asset numbering) in coordination with relevant colleagues/offices

· Monitoring of any Assets related Purchase Agreement

· Prepare DRC Assets ID cards

· Handle the DRC Asset & GPE repairs as per organization’s process

· Handle the DRC Disposal process for Assets and GPEs

· Ensure the maintenance of accurate archive hard copies & soft copies (digitalized filing in Share Point)

· Perform other relevant duties as assigned by Supply Chain Team Leader

Fleet & Transportation

· Become familiar with DRC Fleet Operational Handbook, Policies

· Responsible for Fleet reporting and proper documentation

· Proper training of DRC staff to Fleet procedures and proper documentation handling and monitoring

· Supervision of drivers’ team, responsible for daily, weekly, monthly movement plan, coordinating DRC staff transportation for optimum use of DRC fleet

· Support in the preparation of DRC GR Fleet payments (car rentals, fuel & toll cards)

· Liaise with all DRC offices in Greece for Fleet maintenance, repairs handling, insurance & rental contracts validity, equipment availability

· Monitor vehicle checks are conducted regularly and all safety guidelines are taken into consideration from DRC Drivers and staff

· Work closely with Supply Chain / Logistics (Warehouse, Assets, Fleet) department to inform of upcoming deliveries etc

· Perform other relevant duties as assigned by Supply Chain Team Leader

· Support in other programmatic and operational activities when there is a need

Required Qualifications

· University degree preferred in Business Administration, or Supply Chain and/or Procurement. At least 1-2 years of relevant work experience

· NGO experience preferred especially in the Procurement area

· Good computer skills (PowerPoint, Word, Excel), experience in ERP systems (Microsoft 365) is highly desired

· Able to work under high pressure and work-load

· Well-developed organizational, interpersonal and communication skills, initiative, sound judgment and dedication

· Excellent communication skills verbally and written in English and Greek

· Punctuality and respect for rules, procedures and lead times, attention to detail

· Can work independently, i.e. with minimum supervisions and able to work well under pressure

· Must be able to maintain highest level of confidentiality regarding work-related information and data

· Driving license holder

Required Skills & Qualities

· Core Competencies of DRC:

o Striving for excellence

o Collaboration

o Taking the lead

o Communication

o Demonstrating Integrity

· Ability to work in a multinational and multicultural environment.

· Proactivity, with a sound commitment to teamwork and with a spirit of genuine collaboration.

· Strong initiative and self-motivated, with a strong commitment to humanitarian principle and high sense of ethics.

· Excellent communication skills, as well as patience and politeness, are needed.

· Ability to cope with high workload and stress and identify priority activities and assignments, and adjust priorities as required.

· Multi-tasking and organizational skills is a must, and a good sense of humor.

Terms & Conditions

· The contract will be under the Greek Labor Law (this is a national position)

· All allowances will be provided to the employees (Christmas, Easter, Vacation bonus)

· DRC provides training opportunities to develop and strengthen the quality of its services as well as its staff members’ professional and personal development.

· The position will be based in Larisa Office (Greece) and national terms and conditions apply