Danish Refugee Council (DRC) is a leading protection agency with a mandate to protect, advocate and promote durable solutions for displacement affected populations.

DRC has been operating in Ukraine since 2014, currently DRC employs over 700 staff in Ukraine and will continue significant scale-up in 2024 to implement emergency response in the Protection, Livelihoods, Shelter/NFIs and Humanitarian Disarmament and Peacebuilding (humanitarian mine action) sectors, using direct interventions, support to duty bearers and civil society organizations (CSOs), and partnerships with CSOs.

DRC will continue and adapt its durable solutions portfolio to the evolving context.

DRC is currently looking for the Supply Chain Assistant for its office in Kyiv.

About the role:

As a Supply Chain Assistant, you will play a crucial role in overseeing fixed asset and warehouse management across DRC Ukraine country operations. You will coordinate with the Focal Point (Supply Chain Officer – Fixed assets, Warehouse & Inventory Management) at the Country Office and field office focal points to ensure accurate and up-to-date asset records.

Additionally, you will manage warehouse operations at Kyiv Country Office and support the broader supply chain management process by working closely with cross-functional teams. Your efforts will be essential in optimizing asset records and warehouse management, streamlining supply chain operations, and enhancing overall efficiency and effectiveness.

Your main responsibilities will be

Fixed Asset Management:

• Monitor and maintain accurate records of fixed assets (FA) inventory.
• Under the supervision of the Country Office FA Focal Point, conduct periodic audits and reconcile discrepancies.
• Manage all fixed asset physical counts in Kyiv office, along with reconciliations, tagging, and issue Asset Issue & Return Forms to custodians.
• Update the online FA master data tracker and DRC Dynamics data.
• Collaborate with focal points in Sumy, Chernihiv, Dnipro, Kharkiv, and Mykolaiv to ensure that area offices update the online FA master data tracker.
• Report any updates to the Country Office FA focal point on a monthly basis.
• Maintain complete and up-to-date documentation for all fixed assets, including purchase orders, invoices, warranties, and maintenance records.
• DRC Dynamics Management:
• Serve as the responsible person for DRC Dynamics entries and updates.
• Review Dynamics BI reports weekly, acquire fixed assets not entered in the DRC Dynamics system, and manually enter FA if needed.
• Update physical inventory dates after each count, mark FA as Tagged post-physical tagging, manage FA loaning, transfer FA from closed to active projects, and assign FA under active projects.
• Enter all mandatory data, fill in missing mandatory data, and amend existing information as required.
• Coordinate asset disposal (scrap/lost) in accordance with DRC policies and procedures.

Warehouse & Inventory Management:

• Ensure a transparent and accountable system for the storage, movement, and recording of physical goods.
• Oversee receiving, storing, managing, and delivering goods, including provision of secure storage facilities.
• Control and receipt of goods in compliance with DRC policies and procedures.
• Keep accurate records of inventory movements and balances, and maintain comprehensive records of inventory status (physical, reserved, buffer, on-hand, distribution, disposal of expired goods, GRN, contingency, temporary, and in-transit inventories).

Cross-functional Collaboration:

• Collaborate with finance team and other departments to align asset management strategies with budgeting and maintenance activities.

Compliance and Regulations:

• Stay informed about relevant regulations and compliance requirements related to fixed assets and warehouse management.
• Ensure adherence to DRC policies and procedures.

About you

To be successful in this role we expect you to have at least 1 year of experience in a similar role or relevant field. Moreover, we also expect the following:

• Strong organizational abilities with keen attention to detail, capable of managing multiple tasks and prioritizing effectively.
• Excellent communication and interpersonal skills for effective collaboration with internal stakeholders and external vendors.
• Proficient in using inventory management or enterprise resource planning (ERP) systems.
• Competent in Microsoft Office programs and experienced in operating ERP supply chain systems.
• Bachelor’s degree in supply chain management, logistics, business administration, or a related field (or equivalent experience).
• English – upper intermediate.
• NGO experience is desirable.

In this position, you are expected to demonstrate DRC’ five 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 uphold and promote the highest standards of ethical and professional conduct in relation to our values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

We offer

• Contract length: Open-ended contract upon successful completion of the three-month probation period.
• Level: I nm.
• Designation of Duty Station: Kyiv.
• Start date: September 9.

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for National Staff.

Application process:

All applicants must upload a cover letter and an updated CV (no longer than four pages in English).

Applications sent by email will not be considered.

Closing date for applications: August 29, 2024.