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
Under supervision of Supply Chain Team Leader function as Fleet responsible for Central Greece area, in compliance to the DRC Fleet Operational Handbook and donor’s Guidelines.
Under management of Supply Chain Team Leader function as Assets & GPE (General Program Equipment) responsible for Central Greece area, in compliance with the DRC Assets Operational Handbook and donor’s Guidelines.
Provide supervision to Supply Chain Assistant (Warehouse) and support with Warehouse management, in compliance with the DRC Warehouse Operational Handbook and donor’s Guidelines.
When needed, support Supply Chain Department with Procurement activities, in compliance with the DRC Procurement Operational Handbook and donor’s Guidelines.
Duties & Responsibilities
Responsibilities will include, but not necessarily be limited, to the following:
Fleet
- Ensure compliance with DRC Fleet Operational Handbook and SOPs
- Supervise Drivers’ team for daily, weekly, monthly movement plan, coordinating DRC staff transportation for optimum use of DRC fleet
- Support in the preparation of PR/Annexes/Payments of DRC GR Fleet contracts for vehicles rental, fuel & toll cards
- Monitor consumption/spending/invoicing and report on quality or other issues within DRC and with Fleet related vendors
- Proper training of DRC staff to Fleet procedures and proper documentation handling and monitoring
- 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
- Responsible for Fleet reporting
Assets & GPEs
- Ensure compliance with DRC Assets & GPE Operational Handbook and SOPs
- Complete & maintain the DRC Assets & GPE lists with regular updates from Finance and Procurement files
- Transfer and maintain the DRC Assets list in DRC Dynamics (ERP)
- Physically verify & tag DRC Assets
- Monitor Assets related Purchase Orders, deliveries, ensuring tracking & tagging
- Prepare DRC Assets ID Cards
- Handle the DRC Asset & GPE repairs & disposals ensuring all necessary documentation is filled appropriately
- Ensure the maintenance of hard and soft copies filing (Share Point).
Warehouse
- Ensure compliance with DRC Warehouse & Inventory Operational Handbook, SOPs & Templates
- Supervise and support with daily tracking (inbounds/outbounds) of Warehouse flows making use of DRC relevant documents (Waybills, Release Orders, Goods Receive Notes, Stock cards, etc); all documents bear proper approvals/signatures from responsible departments as per DRC guidelines
- Supervise and support inspection of Project items/materials delivered to the Warehouse, to ensure that they are the right quantity and quality
- Supervise and support stock defects, irregularities and ensure reporting is being done immediately using DRC relevant documentation; take necessary actions as per DRC guidelines and in coordination with Supply Chain Team Leader
- Ensure that Program staff provides details of when and where project items are needed and ensuring that they are delivered to the correct location safely and within agreed time frame
- Monitor all relevant DRC Warehouse reporting at designated time intervals as communicated by Supply Chain Team Leader
- Monitor physical verification of stored items in the Warehouse and other designated areas
- Monitor the proper filling (hard copies and digital filling in Share Point) of all Warehouse related documentation.
Procurement
- Ensure compliance with DRC Procurement Operational Handbook, Policies, SOPs and Donors’ relevant requiremtns
- When requested, support procurement activities, covering the pre-award, award (evaluation of bids), and the post award phases, such as: review and verify technical specifications, support with launching tender procedure and preparing relevant tender documents; and conduct relevant market research for suppliers
- Follow up with suppliers and contractors to ensure timely and effective supply and delivery of goods, services and works
- Work closely with Finance department for payment follow up.
- Perform other relevant duties as assigned by Supply Chain Team Leader.
Required Qualifications
- 1-2 years professional work experience in Fleet Management, Assets Management, Warehouse Management;
- NGO experience is desired
- Good numerical and IT skills (Microsoft Office, Excel, Word, Power Point; Microsoft 365)
- Experience in ERP systems is desired
- Excellent time management skills and ability to prioritize in the face of multiple tasks
- Ability to be proactive and work systematically
- Ability to work as part of a team, but also independently, if necessary
- Flexibility and ability to cope with change
- Ability to cope with high workload and under pressure
- High business ethics
- Ability to establish and maintain good working relationships in a multi-ethnic, multi-cultural and multi-disciplinary environment.
- A degree in Business Administration, Supply Chain, or Logistics, or relevant professional certificate is desired
- Driving license, B category
- Professional fluency in written and spoken English & Greek
Required Skills & Qualities
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 Larissa (Greece) and national terms and conditions apply