Program Support officer/ Roving – Danish Refugee Council

Development and Project Management

Danish Refugee Council

 The Danish Refugee Council (DRC), an international non-governmental organization (NGO), has been providing relief and development services in the Horn of Africa since 1997. DRC promotes and supports solutions to the problems faced by refugees, internally displaced people (IDPs), and migrants. The organization has offices across the region, and has been operational in Ethiopia since 2009.  With funding from bilateral and multilateral donors, DRC is currently implementing a range of activities across Ethiopia, including WASH and shelter provision, child and youth protection, gender based violence response, awareness-raising of migration risks, protection monitoring of migration routes, and livelihoods support for returning migrants or those at-risk of migration.

Title: Program Support officer/ Roving

Location:  Addis Ababa Ethiopia with Frequent Travel and mission to field locations in Ethiopia (up to 85 %)

Employment Category:  H1

Reporting To:  Emergency Manager

Start of Contract & Duration:  6 Months

Posting date: April 9, 2022

                                                            

INTRODUCTION

The Danish Refugee Council (DRC), an international non-governmental organization (NGO), has been providing relief and development services in the Horn of Africa since 1997. DRC promotes and supports solutions to the problems faced by refugees, internally displaced people (IDPs), and migrants. The organization has offices across the region and has been operational in Ethiopia since 2009.  With funding from bilateral and multilateral donors, DRC is currently implementing a range of activities across Ethiopia and Djibouti, including WASH and shelter provision, child and youth protection, gender-based violence response, awareness-raising of migration risks, protection monitoring of migration routes, and livelihoods support for returning migrants or those at-risk of migration.

 

OVERALL PURPOSE OF THE ROLE:

Under the direct supervision of the emergency manager, and technical management of the support service managers, the Roving Program Support Officer will be responsible to provide support to the DRC emergency team by undertaking technical and practical tasks to ensure the smooth, safe, and efficient operation of the supply chain and other support services in accordance with the organization’s standard policies, and internal procedures and adherence to donor’s guidelines. This includes supporting Emergency response operations through warehouse management, facilitating casual worker hiring, and other financial responsibilities in the field.  The roving Program Support Officer will also support and contribute to the implementation of all emergency distribution activities.

 

RESPONSIBILITIES

The main duties and responsibilities will include but are not limited to:

• Ensure DRC continually retains and develops its operational capability to provide a rapid emergency response, particularly within its finance, and procurement system focusing on, procurement to Provide (P2P) DRC DYNAMICS process, delivery, storage, and transportation as per internal guidelines and procedures.
• Support the daily functionality of the emergency team, by ensuring the support requirements are in place.
•  Represent DRC supply chain in the field to facilitate contractual agreements for temporary warehouse renting, transportation of goods and supplies in the field, and responsible to receive NFIs on behalf of DRC in the field and manage the overall warehouse in the field with technical support/ consultation with the supply chain manager.
• Provide logistical support to program emergency staff/mobile response team and maintains all logistics trackers during emergency response and report.
• Provides logistics support to the finance and programs team in compliance with DRC’s standard procedures.
• Conducting market surveys for new categories (if needed) and for previously determined ones to assess the current situation.
• Ensure a clear and transparent paper trail is in place for all transactions, that records are kept in an orderly and timely manner and that the filing system is in line with DRC and donor requirements.
• Prepares request for payment for procurement of goods/services as instructed/technical support by supply chain manager
• Closely work and coordinate with the finance department for payments of suppliers and ensure all procurement documentation is compiled and completed correctly before submission to Finance for payment.
• Update Procurement Plan regularly.
• Support the Procurement department with completing multiple procurements for emergency response and ensuring all relevant paperwork is completed and up to date.
•  Ensure that Purchase Requests are correctly filled in the DRC DYNAMICS system, and it is approved correctly by the Program Manager. 
•  Establish and implement an adequate monitoring and control system for procurement processes, including the organization of requests for quotations, receipt, and evaluation of quotation requests, and negotiation of certain contract conditions in full compliance with DRC procedures.
•  Review and implement an appropriate inventory management system in the areas of responsibility.
• Ensure that the stock items are safely stored and correctly recorded as per the guidelines and that the warehouse/stores are well maintained and updated in the field.
•   Ensure that all casual labors recruitments workers) are open, transparent, and equitable, in accordance with the standard recruitment standards of DRC.
•  Closely work and coordinate with mobile emergency response team for emergency response interventions including NFIs distribution and Multipurpose cash assistance.
• Explore potential suppliers and market availability in the field for NFIs response and Multipurpose cash assistance.
• Support the emergency mobile response team’s travel arrangements in coordination with the admin.
• Undertake any other reasonable duties requested by the line manager.

 

All DRC roles require the post-holder to master

DRC’s 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.  

Experience and technical competencies: (include years of experience)

•  3 years of NGO field experience in a similar position.
•  Good knowledge of supply chain management is an advantage  
• Cultural sensitivity, commitment, and understanding of the values of DRC. Good interpersonal and communication skills.
•  Ability to write weekly activity reports and communication pieces.  
•  Excellent organizational skills, ability to determine priorities, and attention to detail. 
•  Ability to work in a multicultural context as a flexible and respectful team player. 
•  Understanding of gender, protection, and human rights. 
•  Strong networking, interpersonal and presentation skills.  
•   knowledge and understanding of current contexts and emergencies in Ethiopia;
•  Experience implementing emergency response interventions and experience in deployment assignments in emergencies;
• Ability to work under pressure, long working hours, and with a high workload;
•  Proven ability to work in an unstable, insecure environment
•   High level of personal initiative, analytical skills, and proactive problem-solving.
•  Excellent proficiency in MS Office package is a must
•  Ability to plan and execute in a timely and quality manner

EDUCATION: (include certificates, licenses, etc.)

• Bachelor’s degree in Management, supply chain, finance and accounting, and other related social sciences fields.

LANGUAGE: (indicate fluency level)

• Excellent verbal and written proficiency in English.

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