The Danish Refugee Council (DRC) is one of the world’s leading humanitarian organizations, established in 1956 and operating in over 35 countries worldwide. In Kenya, DRC has had a consistent presence since 2005, supporting refugees and communities impacted by displacement through activities in protection, livelihoods, and self-reliance. With a robust operational footprint in Dadaab, Mandera, Lodwar, Kakuma, Kalobeyei, and Nairobi, DRC is committed to providing humanitarian assistance and longer-term development interventions tailored to the diverse needs of affected populations.
As part of its ongoing work to strengthen operational efficiency and service delivery, DRC is seeking to recruit a qualified, committed, and enthusiastic professional to join its team in Lodwar as a Supply Chain Assistant.
Overall Purpose of the Role
The Supply Chain Assistant will be responsible for overseeing and managing the receipt, storage, requisition, and disbursement of supplies and materials from the DRC warehouse in Lodwar and Kakuma Field Office. The role ensures compliance with DRC’s Operations Handbook and relevant donor regulations. The Assistant will work closely with and receive support from the Head of Support Services, Finance Officers, and Managers within the finance team.
Key Duties and Responsibilities
R1: Stock Management
- Ensure accurate and documented receipt, handling, storage, and release of goods within DRC warehouses.
- Maintain proper filing systems for store-related documents and generate weekly and monthly stock reports covering issues, receipts, and balances.
- Conduct quality inspections on materials delivered to the warehouse.
- Organize and stock items using a pre-approved inventory management system.
- Implement robust stock management and administration systems.
- Regularly monitor project stock levels and proactively recommend restocking to meet project needs.
- Manage and arrange the disposal of expired stock.
- Ensure warehouse records are consistently accurate and updated.
- Carry out monthly inventory checks of all stocks in the warehouse.
- Promptly report discrepancies or issues related to stock to the Supply Chain Officer.
- Enforce safety procedures for both staff and casual laborers operating in the warehouse.
- Ensure warehouses meet DRC warehouse standards and all records are audit-ready.
R2: Procurement Support
- Support program teams in accelerating procurement activities as per approved procurement plans.
- Coordinate commodity sourcing, prioritizing efficiency, cost-effectiveness, and timely delivery.
- Prepare procurement-related documentation such as Invitations for Bidders and attend procurement meetings.
- Maintain a dynamic supplier database and foster productive relationships with local suppliers.
- Develop and maintain a list of approved suppliers with framework agreements to enhance supply reliability and quality.
- Establish field-level framework agreements with suppliers to streamline procurement.
- Execute timely procurement processes for the Lodwar and Kakuma offices.
- Draft tender documents, manage the opening and evaluation process, and ensure bid evaluation reports and meeting minutes comprehensively justify award decisions.
- Draft contracts and amendments as required.
- Assist internal departments in developing and updating Procurement Plans.
Reporting Structure
- Reports to: Project Manager – Karamoja Strong
- Dotted line to: MEAL Coordinator
- Employment Category: Band I2
- Contract Duration: Initial six months with a possibility of extension, contingent on performance and availability of funding.
Personal Attributes and Competencies
- Strong organizational skills with a focus on efficient delivery and process management.
- High integrity and ethical conduct in professional dealings.
- Analytical mindset with the ability to articulate logical arguments and propose solutions.
- Proactive and self-motivated with a strong desire to learn and grow.
- Demonstrated ability to take initiative and follow through on tasks independently.
- Team-oriented with a keen eye for detail and cultural sensitivity.
- Capable of maintaining professionalism under pressure and minimal supervision.
Experience and Technical Skills
- A university degree in Logistics, Business Administration, Economics, or a related field is preferred.
- Minimum of three years of professional experience in supply chain management, including logistics, procurement, warehousing, inventory, and asset management.
- At least two years of experience should be in a non-governmental or international organization (NGO/INGO) setting.
- Membership in a recognized professional body such as KISM or CIPS is required and must be in good standing.
- Comprehensive knowledge of local market conditions and legislative frameworks related to procurement and contracts.
- Solid understanding of donor regulations and supply chain procedures.
- Proficiency in Microsoft Office Suite: Word, Excel, PowerPoint, Outlook.
- Experience using Enterprise Resource Planning (ERP) systems is desirable.
- Excellent interpersonal and collaborative skills.
- Commitment to humanitarian principles and alignment with DRC’s mission and values.
Language Requirements
- Fluency in English and Swahili is required.
DRC Core Competencies
All employees at DRC are expected to uphold and embody the organization’s core competencies:
- Striving for Excellence: Consistently aiming for results with a focus on efficiency and quality.
- Collaborating: Actively engaging relevant stakeholders and promoting feedback.
- Taking the Lead: Demonstrating ownership and encouraging innovation.
- Communicating: Practicing open, honest, and effective communication.
- Demonstrating Integrity: Upholding DRC’s standards of ethical and professional behavior, including adherence to safeguarding policies.
Stakeholder Engagement
- Internal Stakeholders: Country Supply Team, Field Supply Chain Staff, Finance Teams, Area Managers, Program Managers.
- External Stakeholders: Local government authorities, partner NGOs, vendors, community members.
General Commitments
DRC upholds a Humanitarian Accountability Framework that guides global standards of accountability. All employees are expected to contribute to this framework. For more details, refer to http://www.drc.dk/HAF.4265.0.html.
Gender Equality and Inclusion
DRC strongly supports gender equity in the workplace and actively encourages female candidates and individuals from minority groups to apply. The organization is committed to equal opportunity and inclusivity across all employment practices.
Application Process
Qualified candidates should submit their applications, which must include the following:
- A one-page cover letter clearly outlining your motivation and relevant experience.
- A detailed curriculum vitae (CV).
- Contact details of three professional referees, one of whom must be your most recent supervisor.
Only applicants who meet the required qualifications and address the stipulated duties will be considered.
Applications must be submitted online through the official DRC careers portal at www.drc.ngo under the Vacancies section. The deadline for submission is 18th June 2025.
