Senior Supply Chain Warehouse Officer 59 views

Background: 

The International Rescue Committee, one of the world’s largest humanitarian international NGOs, provides relief, rehabilitation and development support to vulnerable people and communities over 30 countries. We began work in Ethiopia in 2000 in response to severe drought in Ethiopia’s Somali region and are currently providing assistance to Ethiopians and refuges in six regions in Ethiopia, implementing emergency and development programs in health, water and sanitation, economic recovery and development (ERD), women’s protection and empowerment, education, child protection, and multi-sectoral emergency response.

Scope:

The Senior Warehouse Officer as an integral member of the Supply Chain Department holds primary responsibility for inventory, asset, and property and warehouse management. The role holder will be responsible for all aspects of the IRC inventory policies related to warehouse operations, including but not limited to receiving, storage, inventory control, cycle counting, selecting, loading, and dispatch of all project items besides being accountable for maintaining the safety and security of the workplace. They coordinate operations with 3rd-party loading services and ensure customer support through accurate, on-time shipments. They are also responsible for planning, organizing, leading, and advising the activities of warehouse personnel.

Key responsibilities:

A. Materials Receiving and Dispatch

You will:

Inspect, receive and update required documentation while receiving materials from suppliers and other sources by ensuring accuracy and completeness,

Collaborate closely with the Fleet & Warehouse Manager or Senior Supply Chain Coordinator to advise Programs of potential inventory shortages and to provide update on stock levels,

Organize a cold chain system and that “keep-cool” items are handled appropriately,

Dispatch materials from Store or Vendor’s site to the required site on time and update appropriate dispatch documents accurately,

Implement Global Supply Chain Standard Operating Systems on assets and inventory management.

Handle all Contribution In Kind (CIK) and Closed Grant Inventory

Organize the replenishment of stock items as need arises based on an approved purchase requisition and inventory management policy.

B. Warehouse Documentation

You will:

Update stock cards, bin cards and inventory systems regularly,

Implement standard warehouse documentation processes timely and accurately such as Delivery Report, Waybills, Store Release, Bin Cards, and Stock Cards in accordance with IRC SOPs,

Maintain warehouse activity book recording (i.e. Warehouse Register) for all outgoing and incoming receipts and activities,

Ensure that Warehouse Authorization Schedule is up to date and displayed in a visible place in the Warehouse.

C. Warehouse Controls

You will:

Participate in, and provide accurate reports for, year-end counts exercise,

Ensure 20% inventory cycle count for all stock is conducted periodically,

Ensure internal inventory checks are conducted and appropriate records accurately kept,

Implement FIFO, FEFO, and LIFO procedures whenever applicable for goods in the warehouse,

Ensure that the storage facilities are well arranged with appropriate layout, and signs display in strategic locations,

Assign tasks and supervise of the working of warehouse personnel, including casual laborer’s,

Conduct and provide accurate reports on inventory counts.

D. Warehouse Safety and Security

You will:

Ensure physical security of the Warehouse by restricting visitors and any other unauthorized persons

Implement and ensure clear safety procedures.

Ensure the maintenance of warehouse building(s), fittings and equipment.

Ensure warehouse is regularly fumigated against pest, rats, rodents etc.,

Ensure fire extinguishers are well maintained and periodically serviced

E. Asset and Property

Ensuring that all assets are controlled and led properly in accordance to donor-specific polices.

Implement standard IRC assets management policies and procedures.

Update the Asset register, and the inventory list for assets and expendable store and produce monthly reports.

Work closely with supervisor to dispose assets including Auction, transfer, and donation process management in line with donor regulations and approval, with reference to organization policy.

Conduct asset inventory (physical count) during the reporting period.

F. Reporting

The position holder will:

Prepare and submit accurate inventory and Asset reports to supervisor on time pursuant to donor requirements for Asset.

Support with developing and updating of warehouse material distribution plans as the need arises.

Develop and update material distribution plan as the need arises.

G. Legal and Compliance

Identify, document and timely report any IRC Inventory management deviations following the mechanism in place for appropriate follow up.

Ensure all staff (international and national) are familiar and comply fully with the IRC Way policies;

Implement and sustain segregation duties in Inventory and asset management and other related functions.

Review and provide feedback on assigned supply chain reports submitted by country offices;

• Develop and support implementation of improvement plans.

Promptly Advise the Supply Chain coordinator/Deputy Director for Operations and/or County Director any areas of concern or potential or suspected supply chain policy violations.

Provide constructive support to other functions to ensure effective, compliance to policies & procedures.

Implement discrete, time-bound Inventory and asset management initiatives which improve performance or compliance (i.e. implementing post-audit corrective action plan);

H. Staff Management and Development:

Support recruitment of Warehouse staff (written tests and interviews) through the effective utilization of the IRC supply chain competency matrix.

Ensure each team members’ objectives are set following the interpersonal unit visions as well as operations context(s);

Provide face to face and remote orientation to newly hired supply chain staff, in designated countries;

Assess supply chain staff competency and training gaps and develop appropriate intervention programmes.

Deliver Training and Professional development programmes

Coordinate training and maintain training records

Key Working Relationships:

Position directly supervises: Warehouse officers and Guards

Other Internal and/or external contacts:

Internal: Regular relationships with Program staff, Operations and Country Supply Chain staff at all levels,

External: Vendors.

Applies an intermediate level of knowledge of procedures and systems to perform the requirements of the job; skills and knowledge typically acquired through a combination of job related training, some on-the-job experience and formal education.

Two years of relevant experience with the first degree or diploma with 5 years of experience
One years of relevant experience plus post graduate degree.

NGO experience is a plus.

Skills Required

Basic supervisory/managerial skills.
Technical and report writing skills

Computer literate.

Demonstrated Skills and Competencies:

Fluent English and Amharic written and spoken.

Competent with using computers, especially Microsoft Office Word and Excel spreadsheets and Outlook.

General knowledge of Warehouse procedures and tools

Good mathematical skills

Physically mobile, able to lift 30kg without strain.

Strong sense of personal integrity

Attention to detail and ability to multi-task

Team spirit and problem solving abilities

Excellent interpersonal and communication skills

Remains productive when under pressure Demonstrates a systematic and efficient approach to work

Relates and works well with people of different cultures, gender and backgrounds