Supply Chain Intern at Danish Refugee Council (DRC)

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  • Company: Danish Refugee Council (DRC)
  • Location: Kenya
  • State: Nairobi
  • Job type: Internship
  • Job category: - - - Danish Refugee Council Jobs in KenyaProcurement Jobs in KenyaStore-keeping Jobs in KenyaTraining/Internship
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Job Description

The Danish Refugee Council (DRC) is a humanitarian, non-governmental, non-profit organisation founded in 1956 that works in more than 30 countries throughout the world.

Duties and Responsibilities

Assets & General Equipment (Inventory) Management

  • Read & Understand the DRC OH – Assets
  • Complete the assets module in dynamics
  • Update all DRC assets and general equipment registers in the FA Module by tracking, and tagging in line with DRC asset management policies working closely with the Regional IT Officer.
  • Be part of the analysis of vehicle and asset status and make recommendation for timely repairs and replacement
  • Implement reports from spot checks of warehouse and asset management to ensure implementation and documentation is up to date and produce review reports on areas where improvement is needed.
  • Carry out physical assets’ verification from office to office, cross reference and update in the asset register in dynamics
  • Carry out a physical inventory verification from room to room and update in an inventory list, clearly specifying location, custodian and the room location.
  • Carry out a complete physical verification in the RO office and expat staff houses for all DRC assets
  • Ensure all assets are tagged and tag number used as the main reference on the assets register
  • Identify and prepare a record for all assets and inventory separately that are due for disposal and produce a consolidated disposal list using DRC assets disposal template.
  • Liaise and work closely with the IT officer to ensure all IT assets are tagged and included in the assets list and/ or disposal list
  • Work closely with the Admin Team leader to ensure all GEs are properly tracked
  • Supply Chain Manager on the disposal process as necessary once items for disposal have been identified.Liaise with the Regional

Fleet Management

  • Managing fleet and ensure that it complies with DRC OH
  • Ensure fuel invoices are reconciled in accordance to the set time frames
  • Responsible for assigning vehicles to the programs department to facilitate their day to day work and ensure the vehicle movement board is updated on a daily basis
  • Ensure that vehicles have adequate fuel for the assigned movements and ensure that a good fuel monitoring tool is in place for usage
  • Monitor and ensure that all vehicles, including hired ones are serviced on time
  • Ensure Fleet performance reports (fuel consumption, maintenance, running costs etc.) is posted on the SharePoint for review every 5th day of the month
  • Prepare an insurance tracker and ensure timely renewal of insurance for RO vehicles
  • Assist the drivers correctly use log sheets to record details of all their movements.
  • Ensure drivers check vehicles every morning using the Vehicle checklist and compile weekly status report for review by RSCM
  • Ensure that all motorized assets (vehicles &, generators) are correctly operated and maintained accordance with donor requirements
  • Open and maintain a file for each vehicle separately with all relevant vehicle documentation as per vehicle file checklist
  • Ensure all vehicle operation policies and systems are up to date and enforced within RO operations.


  • Assist with LVOs from time to time as requested by program staff
  • Raise payment requests for items already received for payment processing
  • Issuing tender documents to vendors on request after tender is announced
  • Assist in updating suppliers list and price lists and regularly checking on price validity for updates
  • Data entry on QEFs, scoring forms and sheets and other procurement forms as required.
  • Liaising with vendors for any discrepancies and/or wrong specifications on GRNs
  • Follow up on all approved orders, to ensure that they are supplied in time and requestors informed.
  • Liaising with vendors for invoices immediately after service is rendered for goods purchased
  • Enforce a zero-tolerance policy regarding corruption and contribute to ensuring complaints are recorded and reported appropriately, in line with the DRC Code of Conduct and Accountability Framework.

Supplier prequalification

  • Assist in the preparation of prequalified suppliers’ documentation, responding to supplier queries and printing the document on request of suppliers.
  • Assist in data entry for evaluation reports of suppliers and drafting of framework agreements
  • Sourcing up to date price lists/completed RFQs from suppliers
  • Ensure all paperwork filing is accurate, up to date, and in correct order so as to easily facilitate checks and audits.

Supply chain and Admin Support

  • Liaising closely with the Regional Supply Chain Manager, ensure processes and documents follow donor requirements regarding fleet, procurement, inventory, and asset management.
  • Read the OH related to all SC functions and complete all relevant Dynamics modules
  • Filing of procurement and logistics documents
  • Archiving of documents Overall purpose of the role:
About you

In this position, you are expected to demonstrate DRC’s 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 act in line with our vision and values.

Qualifications and Experience

  • At least 2 years of related experience; (1) of which in managing assets and fleet
  • Hold a Bachelor’s degree in Supply Chain/Logistics/Business Administration or related.
  • CILT/ CIPS certification is an added advantage
  • Experience of similar services in reputable public organization/NGO
  • Excellent computer skills and ERP knowledge a plus
  • Fluent in communication and writing in English.
  • Computer skills for reporting, and communication


  • Contract: 6 Months contract – Salary Kes.25,000 ;Other conditions offered in accordance with DRC’s Kenyan Terms of Internship Engagement.
  • Availability: 1st April 2022
  • Duty station: This position is based in Nairobi Regional Office
  • Reporting Line: Supply Chain Manager
Method of Application
Submit your CV and Application on Company Website : Click Here Closing Date : 4 April. 2022
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