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Junior EU Aid Volunteer, Supply Chain Officer in Uganda

— 1 positions
Deployment dates: 


About the position:


The Supply Chain Officer will provide logistics support to the Uganda program. He/She will coordinate with Logistics department personnel across the country program to attain best value for money in logistics. He or she will also conduct field visits to disseminate guidelines and standard operating procedures applicable to Danish Refugee Council in fleet, asset, and warehouse management as well as general logistics to the program.

About DRC Uganda
Uganda has a long history of hosting as well as welcoming refugees and asylum seekers. Currently, Uganda hosts approximately 1.1 million refugees – making it Africa’s and the third largest refugee hosting country in the world after Turkey and Pakistan. Wars, violence and persecution in the Horn of Africa and Great Lakes Region are the main drivers of forced displacement into Uganda, led by South Sudan’s conflict, insecurity and ethnic violence in the Democratic Republic of the Congo (DRC) and political instability with rattled human rights violations in Burundi.

The Danish Refugee Council (DRC) has therefore been working with refugees and internally displaced persons in Uganda since 1997. The aim of the operation in Uganda is to recreate safe environments, conducive to pursuing quality of life for displaced and conflict-affected populations in Uganda.

Security Context
The Uganda security situation is calm with noticeable improvements over the years with residue risk of crime, civil unrest and road safety. In terms of safety, DRC operations in Uganda are rated as LOW risk when viewed against DRC’s operations globally. On the DRC safety level system (SLS), DRC Uganda programmes are classified as SLS 2 (on a six-level system, with one being the lowest) meaning Uganda program is among the safest countries where DRC operates. DRC programmes are conducted alongside thorough assessments of safety risk that management pro-actively mitigates to acceptable levels.

Main tasks:

• Support the facilitation of effective, efficient, and timely implementation of DRC logistics procedures according to DRC’s Operations Handbook on Warehouse, Assets & Inventory, and Fleet Management Volumes as well as local DRC logistics SOPs.
• Ensure Program Managers and other key program staff members are informed about areas of logistics responsibilities.
• Produce logistics reports on a weekly and monthly basis such as warehouse stock report, fleet utilization report, fuel monitoring report, and asset lists according to DRC’s internal templates and procedures – ensure that correct templates are being used and filled out in their entirety, flagging issues and gaps in documentation to the Country Supply Chain Manager as required.
• Conduct spot checks of warehouse, fleet, and asset management to ensure implementation and documentation is up to date and produce review reports on areas where improvement is needed.
• Report all anomalies on documentation to the Country Supply Chain Manager immediately.
• Assist in the insurance of proper accounting, reporting, internal controls and maintenance/filing of records in accordance with guidance from Country Supply Chain Manager and any DRC Uganda SOPs.
• Keep track of equipment maintenance to ensure repairs, services, and maintenance on vehicles/equipment/machinery/motorbikes in accordance with required standards established by the DRC OH Volumes as relevant to achieve maximum reliability with minimum downtime and at best value for money.
• Ensure that all repairs and servicing performed on all vehicles and equipment is recorded and the history is stored in accessible and acceptable formats.
• Support the reviewing of fuel consumption and maintenance reports for vehicle, motorcycles, and generators on monthly Area Performance Indicator (API) reports and advise the Country Supply Chain Manager on discrepancies for correction.
• Ensure weekly movement plan is circulated to concerned staff on a weekly basis, as per the Weekly Movement Planning Policy for Uganda. Report any issues related to lack of coordination/cooperation from colleagues to the Country Supply Chain Manager as necessary.
• Ensure all assets have service/maintenance records and where necessary that assets are disposed of according to DRC guidelines and local laws.
• Submit Purchase Requisitions for logistics requirements to Supply Chain Officers responsible for Procurement.
• Support the completion of a bi-annual physical asset verification exercise by traveling to field offices to ensure all assets are accounted for and tagged in accordance with DRC’s internal policies.
• Ensure all new acquired assets are insured and tagged as per DRC standards.
• Ensure the inclusion of donor requirements in asset registers to facilitate correct asset transfer/disposal during project liquidation.

Added tasks

- 10% of the EUAV time will be allocated for communication tasks, to demonstrate the value added and impact of the EU Aid Volunteers initiative and its different actions, and the professional contribution of EU Aid Volunteers. This will be implemented through specific channels discussed with the communications officer.
- Get in touch with the ECHO's RIOs (Regional Information Officers) to, previously approved by the line manager, share information about HOPE and the experience to be an EU Aid Volunteer.
- Develop one story from the field (an anecdotal story about their experience/work/ impact) produced during the assignment that may be uploaded into the network for use by sending/hosting organisation and the European Union for communication purposes.
- Conference/workshop participation: Where appropriate, contribute to sharing experiences of life as an EU Aid Volunteer at conference/workshops organised by sending or hosting organisations and the European Commission.


Required competences
  • Experience in Supply Chain functions, with specific focus on logistics management.
  • Proven ability in the implementation of large-scale programs.
  • High integrity, pro-active, stable, robust character and a good team-player.
  • Highly motivated, results-oriented, and with well-developed problem-solving skills.
  • Ability to cope with heavy workloads and to work under pressure to meet tight deadlines.
  • Good communication skills.
  • Good analytical and negotiation skills.
  • Proven commitment to accountability practices.
  • Proven ability to prioritize tasks, meet deadlines, and work with limited supervision.
  • Knowledge of computers: word processing, database management packages, excel and ERP.
Selection criteria
Applications are made directly within the sending organisation, please check out the how to apply section.

The candidate for EU Aid Volunteers must be a citizen of the EU or a third country national who is a long-term resident in an EU Member State, and must have a minimum age of 18 years.

The candidate for EU Aid Volunteers must be a citizen of the EU or a third country national who is a long-term resident in an EU Member State, and must have a minimum age of 18 years.

To learn more about the exact definition of long-term residency, please read here:

Additionally, all DRC roles require the post-holder to master DRC’ core competencies:
• Striving for excellence: Focusing on reaching results while ensuring efficient processes.
• Collaborating: Involving relevant parties and encouraging feedback.
• Taking the lead: Taking ownership and initiative while aiming for innovation.
• Communicating: Listening and speaking effectively and honestly.
• Demonstrating integrity: Acting in line with DRC's vision and values.

DRC Staff and volunteers bear great responsibility and are expected to live up to high ethical and professional standards – both in relation to the people we help and in relation to each other. Hence the DRC Code of Conduct applies to EU Aid Volunteers in the same way as for DRC staff.
DRC does not discriminate based on race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in either the selection proves and interview as well as in any of its activities or operations.

• 1 year working experience with INGO or UN agencies.
• Degree in Business Administration or Supply Chain/Logistics Management.
• Additional Diploma/coursework in logistics, warehouse, or asset management considered an asset.

Condition of service

By joining DRC Uganda, the successful EUAV candidate will strengthen his/her knowledge and skills, both professionally and personally. The EUAV deployee will be introduced to programs support activities relating to refugee intervention operations, livelihood and protection and hereby be able to gain or deepen his/her knowledge of the work of a leading international organization.

The EUAV deployee will receive solid technical support from the team at DRC Uganda, and constantly receive feedback from them in order to carry out his/her tasks to the best of their abilities. This will as well continuously develop him-/herself. This environment will as well enable the EUAV deployee to develop teamwork and interpersonal communication skills that are indispensable in any professional environment.

Working conditions:

DRC Uganda office is located in Kampala, Muyenga,Kalungi road. The regular staff is 441.

The daily working schedule is from 8.00 am to 5.00 pm, with 30 Minutes lunchbreak from Monday to Friday. For each month of voluntary activity two days of rest are foreseen, in addition to public holidays. On Friday, we work half day i.e. 8.00 am to 2.00 pm.

Living conditions:

The host organization will provide accommodation during the deployment period; The Guest house will be furnished and will have an individual bedroom, with access to kitchen, bathroom and living room.

Conditions of service during deployment
o Accommodation, visa fees, insurance and airfares will be covered.
o A monthly Subsistence Lump Sum (310,62 Euros per month) intends to cover basic needs and local transport.
o In addition, upon return to Europe, an amount of 100 Euros/month of deployment is foreseen as a post-deployment resettlement allowance.

Selection process

All applicants must send the following:
• Cover letter.
• Updated Europass CV.
• Relevant diploma/certificate.
• Proven EU citizenship or long-term residency in an EU Member State (i.e. copy of passport/long-term residence permit).

All documents should be uploaded in the online application system under the section for cover letter and the section for CV/other documents.
Shortlisting and invitation for interviews will be carried out within 2-3 weeks after closing date for application.

Only shortlisted candidates will be notified and invited for an interview. All interviews will be done online. In case of changes to the dates, the candidates will be notified.
EU trainings:
Based on the interviews one or more candidates will be chosen per position. Please note that additional candidates may be selected for a single position.
To select the final candidate for each position, pre-selected candidates from the interview will attend both an online and in-person EU training as part of the selection process. The selection of additional candidates is to ensure a substitute volunteer per position. The substitute volunteer may be chosen to replace the candidate in case they resign or are no longer available for another reason.
The final selection takes place shortly after the in-person training. The remaining candidate(s) may be offered the chance to be registered in a reserve pool to cover drop-outs or unforeseen needs of support, and thus still have a chance of being deployed to another position.
Induction training:
All final selected candidates will attend a pre-deployment introduction training (2,5 days) at Danish Refugee Council’s headquarter in Copenhagen.
Training costs:
Please note that all costs incurred in relation to the EU in-present training and the induction training will be fully covered (i.e. EU travel, full-board accommodation, and the course itself).
If a candidate is working outside of the EU at the time of their training course, the travel costs for the following groups of volunteers will be fully covered:
• EU citizens who legally reside in a non-EU country for long-term or forever (i.e. who live in that country).
• EU citizens who are on a temporary assignment in a third country that lasts more than 24 months (i.e. who work in a third country).
For the following groups or persons only the costs from an EU country to the training venue shall be covered:
• EU citizens on a temporary assignment in a third country that lasts less than 18 months (e.g. internships, traineeships, apprenticeships, short-term jobs).
• EU citizens that are selected for the training by the same organization or affiliate with which they have an ongoing assignment in the third country, if this assignment is longer than 18 months.

Date of training
September/October 2019
Apprenticeship Placement
Pre-deployment preparation and induction
November 2019
11/11/2019 - 10/04/2020
Post-deployment activities
Debriefing in DRC HQ in CPH
Self assessment questionnaire
File SAQ