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

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 expiry
• 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.

Experience and technical competencies: (include years of 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.
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Languages:

• English (Fluent, written and spoken)
• Kiswahili (Fluent, written and spoken)

Information

• SCM, Area Manager and Head of Support Services
• Supply chain staff, Programme Staff
• Donors,
• Suppliers
• Local authorities