Under the direct supervision of the Supply Chain Manager, the Supply Chain Assistant is responsible for providing support to the teams in logistics and procurement.

3. Responsibilities and Tasks

Equipment management  :

Check that all assets, old and new, are correctly recorded and labeled;

 Ensure that the equipment is correctly listed in the equipment tracking table;

Update the equipment tracking table daily;

Cary out a physical inventory of equipment every three months;

Ensure that each piece of equipment loaned to a user has its allocation and/or return form;Ensure the proper use of the organization’s assets.

Ensure the good condition and general maintenance of equipment.

Apply equipment management procedures as described in the DRC OH;

Participate in the electronic archiving of equipment tracking documents on the shrarepoint.

Fleet management

Participate in monitoring the operating status of vehicles and generator sets;

Ensure that daily vehicle checks are carried out by drivers;

Monitor tomcards and vehicle consumption;

Update the vehicle fleet tracking tables daily;

Ensure the availability of safety and first aid equipment in vehicles used by DRC teams (DRC fleet and rental vehicles);

Check the presence of documents on board vehicles;

Ensure that the rented vehicles comply with DRC standards;

Ensure that daily checks of generators (coolant level, oil and fuel level) are carried out by the guards;

Ensure that generator operating hours are tracked on the hours tracking sheet by the guards;

 Ensure that generator maintenance operations are carried out in accordance with the operations manal;

Report maintenance needs to the Supply Chain Manager;

Develop the movement schedule;

Participate in the electronic archiving of vehicle and generator fleet tracking documents on the sharepoint; 

Apply vehicle and generator management procedures as described in the DRC OH.

Procurement management  :

Work closely with the Supply Chain Manager to develop purchasing documents leading to the placing of orders;

Participate in the purchasing process (request for quotes and evaluation of offers) for the provision of goods and services to be delivered at the office level;

Track orders and ensure receipt of goods and services.

Participate in the identification of suppliers in its area;

Ensure that purchasing documents are complete before payment;

Ensure electronic and paper archiving of purchasing documents;

Apply the procedures of the DRC operations manual for purchasing management.

Inventory management  :

Ensure management of office stock in collaboration with the Supply Chain Manager;

Supervise deliveries and shipments to DRC bases and prepare the necessary documents (waybill, acknowledgement of receipt of goods, etc.);

Ensure monthly physical inventory of stocks;

Ensure that all documents are present for good stock management (waybill, exit andentry voucher, acknowledgment of receipt, stock card, stock report, etc.);

Ensure electronic archiving and payment of inventory management documents;

Follow inventory management procedures as described in the DRC Operations Manual.

Building management:

Ensure that the organization’s premises are maintained in accordance with the standards defined by DRC;

Ensure that DRC premises meet the standards established by the organization in terms of premises security.

Ensure that each building has a rental contract and home insurance;

Ensure that buildings have working fire extinguishers and that these are inspected annually by a verification office;

Ensure that each building has a first aid kit;

Carry out a monthly inventory of the buildings and propose a maintenance schedule.

Raportage :

Participate in the monthly writing of vehicle and generator management reports;

Participate in the development of monthly supply chain reports;

Participate in writing monthly inventory management reports.

These responsibilities are not exhaustive and are likely to be readjusted according to operational needs while respecting the overall role of the Supply Chain Assistant.

4. Required qualifications

Level of study: university degree (BTS, DUT) in logistics and/or supply chain management or equivalent professional qualification;

Professional experience of at least 1 year in logistics / Supply Chain with an international NGO

Strong organizational, interpersonal, negotiation and communication skills

Ability to work under pressure

Highly motivated, results-oriented and creative in problem solving

Computer skills in Microsoft Pack (Excel, Office, Outlook, etc.)

Good understanding and commitment to DRC values.

Proficiency in written and spoken French at a professional level is mandatory;

English would be an asset

5. General regulations 

The employee must follow DRC’s instructions regarding security, confidentiality and ethical guidelines, including the Code of Conduct and the Humanitarian Responsibility Framework 

The employee must not carry out any other paid activity during the duration of the DRC contract without prior authorization. 

The Employee shall not engage in any activity that may be detrimental to DRC or the implementation of any project during the term of the DRC contract. 

The employee must not give interviews to the media or publish photos related to DRC programs or share other materials without receiving prior authorization. 

The employee must return all equipment loaned by DRC to perform the work after the end of the contract period or upon request by DRC. 

6. Skills and qualities required

In this role, you must demonstrate the five essential DRC skills, namely:

Striving for Excellence: You focus on achieving results while ensuring an efficient process. You strive to produce accurate, thorough and professional work with optimal use of time and effort.

Collaborate: You cooperate with and engage stakeholders, actively seeking their opinions and sharing key information with them. You support and trust others, while encouraging feedback.

Taking the Lead: You take responsibility and prioritize your work based on DRC’s overall vision and goals. You take the initiative when faced with a challenge or opportunity and seek innovative solutions.

Communicate: You write and speak effectively and honestly while adapting your style and tone to the situation. You actively listen to others and involve them in dialogue.

Demonstrate Integrity: You uphold and promote the highest standards of ethical and professional conduct in relation to DRC’s values ​​and code of conduct, including protection from sexual exploitation, abuse and harassment.

Ability to work in a multicultural and cosmopolitan environment;

Proactivity, with a cooperative and collaborative approach;

Excellent communication skills (including attention and patience) are required;

Good organizational skills are required;

Exemplary sense of ethics;

Ability to work in a team and good sense of humor.