Supply Chain and Purchasing Officer
The Danish Refugee Council DRC is one of the world’s leading humanitarian NGOs, working in more than 40 countries to provide adequate assistance with a rights-based approach to refugees, asylum seekers, the displaced interns, returnees and migrants. DRC/DDG has been present in Colombia since 2011, but in 2018 it expands its operations in response to the Venezuelan crisis. DRC Colombia currently implements a humanitarian response focused on protection for returned Colombian and Venezuelan refugees and migrants in four Colombian cities (Riohacha, Barranquilla, Medellín and Bogotá).
In 2021 DRC implemented a new humanitarian response project, which includes protection and humanitarian assistance (shelter, food, NFIs and humanitarian transport). The program has a strong community approach and liaison with indigenous and Afro-Colombian communities, highly vulnerable and in need of protection. The project was implemented in the Telembi Triangle, including the municipalities of Maguí Payán, Roberto Payán and Barbacoas in the department of Nariño.
General Objective of the Position:
The Supply Chain and Purchasing Officer is responsible for all procurement of goods and services, storage, transportation of goods and people, land and river fleet management, and general logistics for the Barbacoas base, in accordance with the framework internal 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 Barbacoas operations.
Validate the documentary integrity of the purchasing processes according to the requirements of the donors.
Generate monitoring and traceability of purchase requests.
Notify finances in a timely manner of completed acquisition and purchase processes so that they can be paid.
Identify and register suppliers.
Prepare and manage the necessary framework agreements for the base.
Prepare and manage bidding processes.
Accompany the program teams in the planning of purchasing and logistics needs.
Keep track of ERP indicators (DRC Dynamics).
Support the organization in executing external and internal audits and requests for information from donors.
Logistics:
Lead the selection process of suppliers according to the DRC procedures: quotes, evaluation of offers, contract documentation, verification of purchases and received to their satisfaction.
Carry out requisition orders and follow the payment approval process for purchase requests according to DRC procedures
Update and monitor the framework agreements with suppliers using the Dynamics platform.
Keep track of suppliers in the area.
Supervise the notes of goods received and ensure the timely delivery of the elements requested by the employees according to the need of the base.
Ensure the maintenance of the office, through supplier quotes and monitoring of established activities.
Coordinate the management of delivery of materials, elements and assets of the organization.
Coordinate the movement of cargo and transportation from the warehouse to the intervention sites of the projects.
Ensure the transportation of DDG officials, transportation of items (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 inspection of the vehicles, through the determined processes.
Ensure compliance with the DRC Supply Chain operations manuals in all processes associated with purchases, 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 any event of the Organization.
Management of fixed assets, furniture and fixtures and supplies:
Control, record and monitor the fixed assets of the base.
Control, record and monitor the furniture and fixtures of the base.
Control, record and monitor the visibility of the base.
Control, record and monitor the stationery, cleaning and cafeteria supplies of the base.
Record the assignment of assets, furniture and fixtures and visibility of the base.
Carry out inventories and carry out detailed control.
Prepare and record donation documentation.
Manage and control the warehouse.
fleet management
Ensure compliance with DRC fleet management processes for the base.
Guarantee the availability of vehicles for program operations.
Coordinate periodic reviews and maintenance of vehicles and boats.
Coordinate the timely completion of the technical-mechanical review for vehicles
Ensure that vehicles have valid SOAT policies, fire extinguishers with a revision date of less than one year, complete road equipment and kits with supplies that have not expired.
Keep updated the registry of authorized drivers, driving licenses,
Provide timely response to the needs of repair and / or replacement of parts of vehicles and boats.
Keep track of the registry of GPS installed for the fleet.
Control the use and fuel consumption of the local office fleet.
Carry out induction, training, follow-up and feedback to the team of drivers.
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 the monitoring reports of the teams in the field and/or the drivers in inter-municipal and inter-veredal traffic.
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, follow-up 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.
