Supply Chain Team Leader (Logistics and Fleet) Vacancy at Danish Refugee Council

Supply Chain Team Leader (Logistics and Fleet) Vacancy at Danish Refugee Council

Position Information

Employment category: Grade G
Reporting to: Supply Chain Manager
Technical line manager: Head of Support Services
Direct reports: N/A
Unit/department: Support Services
Location: Kibondo/Kasulu

Overall purpose of the role:

Day to Day Management of team and providing coordinated and strategic inputs for
supply chain functions (Warehousing, Logistics, Fleet, Office and Asset Management) to
ensures the smooth running of support functions to meet the program needs in line
with the DRC Operations Handbook, donor and government rules and regulations.

Geographic scope: Tanzania-Kigoma Region
This role has a focus on Tanzania and ensures compliance to DRC procedures and
guidelines within the country. The role contributes to the development of country
strategies, which are translated into action plans and day-to-day tasks. The role
provides support and/or technical guidance to country operations while overseeing
country activities.

Main Responsibilities:

General Management

• The SC TL oversees the day-to-day management of a team of 30 staff composed of
  Fleet, Warehouse, maintenance, IT, guards and cleaners, based in the DRC offices as
  well as based in Nduta and Nyuragusu refugee camps
• Ensuring all staff have clear work plans, work efficiently, are clear on required tasks
  and report back on their work frequently
•  Conduct monthly meetings with all relevant support services staff either in person
  or online.
• Ensure support services staff communicate clearly, pro-actively with relevant
  stakeholders including suppliers and colleagues
• Conduct ongoing staff performance appraisals leading to annual appraisals using
  DRC’s systems, development of team capacity building plans and individual
  development plans as appropriate.
• Build the capacity of team, developing and implementing guidance, on the job
  training and supervision,
• Working in a structured manner, planning, filing, communication, being pro-active
  and responsive, ensuring supply chain staff see themselves as an internal service
  provider to the overall operations
• Ensure observance of the DRC Code of Conduct within the team and suppliers,
  ensuring that staff in the department fully understand what corruption is and are
  trained at least once a year on the detail of the Code of Conduct and anti-corruption
  measures
• Develop and support a team spirit and ensuring smooth team working between
  support and program teams.

Logistics – FLEET

• Manage Team to ensure effective vehicle assignment, ensuring fuel and passenger
  efficiency, prioritisation of movements
• Monitor and train drivers to ensure compliance with DRC SOPs.
• Monitor Fuel supply for vehicles and reporting
• Manage Drivers Rosters to ensure that they get a day off to rest
• Oversee Vehicle service monitoring
• Bi-monthly meetings with all drivers
• Monitor the contract of rental cars and request the renewal of contract if necessary.
• Plan and follow up with UNHCR for the fuel supply, repair and replacement of
  vehicles
• Monitor and track all the vehicle movement when they are in the field and when
  travelling to other locations such as; Kigoma and Mwanza etc.
• Monitoring insurance of all DRC vehicles and renew upon expir
• Ensuring proper archiving of all log sheets and fuel supply documents for reference.
• Liaise with Programme Support to ensure joined up logistics for all travel by air.
• Provide monthly comprehensive country reports on fleet management (costs) to
  SMT and UNHCR.

Assets management

• Ensure compliance and implementation of Operation Handbook volume on Assets
  and Equipment Management (including all updated policies on DRC intranet) across
  all field offices
• Asset register tracking. This is to ensure that all equipment issue to DRC Tanzania
  staff is recorded in the master asset register and updated with all the information.
• Provide monthly comprehensive country reports on inventory/assets to SMT
• Ensuring asset tagging and updating of details in DRC Dynamics
• Conducting biannual physical inventory of asset and equipment
• Ensuring timely sharing of asset reports as per DRC and Donor requirements
• Manage the disposal of obsolete asset as per DRC and Donor SOP.

Warehouse Management

• Ensuring full compliance on inventory management
• Ensuring adherence to safety and security standards across all warehouse premises
• Conducting physical inventory checks, monthly or regular checks.
• Manage Warehouse and stocks Management team
• Provide monthly comprehensive country report on warehouse inventory to SMT (list
  and stock value in hand)
• Provide guidance in disposal methods for unused or expired commodities (broken,
  expired etc.)
• Site supervision and security management
• Supervise repair and maintenance of office building, furniture, and equipment, office
  generator and fuel.
• Managing guards, cleaners, and contracts with 3rd parties where applicable.
  Supervise guard and cleaner rosters, training.
• Conducting a monthly review of the compound safety arrangements, including
  checking quantities medical, fire suppression equipment, and hibernation stocks.
• Conduct refresher training on relevant SOPs with office staff including Guards
• Responsible of inventory and equipment in DRC premises (Main office, international
  staff houses and RC guest house)
• Daily, weekly and monthly supply of water and power of DRC premises.
• Daily and weekly accommodation status checkups with cleaners
• Responsible of a basic supply for DRC office, accommodation and guest house and
  request for re-order or replenishment
• To monitor the guards and ensure that they come to work and get a day off. And also
  that they have the necessary tools to perform such; torch light, whilst, raincoat,
  gumboot, ledger book for movement recording, etc….
  Planning and strategy
• Participate in BFU meetings and manage relevant budgets/forecasts for relevant
  functions e.g. maintenance, fuel, driver travel.
• Ensure that annual planning for supply chain is done including the setting and
  meeting of targets ensuring these targets are closely aligned with programmatic
  needs
• Ensure that resource mobilization is realistic and meets the needs of support
  functions, using the operations budget to input into proposals
• Representation
• Build and maintain strong relations with external stakeholder where this relates to
  Support Services. This includes with suppliers, relevant governmental bodies,
  UNHCR and its logistics partner.
• Deputise for SCM where necessary

About you

• In this position, you are expected to demonstrate DRC’s five core competencies:
• Striving for excellence: You focus on reaching results while ensuring an efficient
  process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: You act in line with our vision and values.

Qualifications and Experience

• At least 5 years’ experience in Supply Chain functions in a Humanitarian context
• At least 3 years’ experience with people management/ team leader or supervisor
  role
• Knowledge of project cycle management
• Knowledge of supply chain management especially logistics and Asset management
• Knowledge of budget cycle and monitoring processes
• Knowledge of key donor policies and compliance procedures, like UNHCR, Danida
• Experience working with DRC Dynamics or a similar ERP system
• Full professional proficiency in English and Kiswahili
• Excellent communication skills – both oral and written

Competency profile

• Compliance and Detail-oriented
• Strong team player
• Excellent interpersonal skills, culturally sensitive and adaptable
• Flexible, enthusiastic and willing to learn from others

Education

Bachelor’s degree in relevant sector and field experience.

Competency profile

• Compliance and Detail-oriented
• Strong team player
• Excellent interpersonal skills, culturally sensitive and adaptable
• Flexible, enthusiastic and willing to learn from others
• Understands humanitarian issues in Tanzania, and the region
• Willing to travel to project sites in Tanzania

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