Warehouse & Inventory Management Sr. Manager

TEAM/PROGRAMME: Supply-Chain- Program ops

LOCATION: Addis Ababa

GRADE: 1C

POST TYPE: National

Child Safeguarding Level 3 - the responsibilities of the post may require the post holder to have regular contact with or access to children or young people.

ROLE PURPOSE:

• Ensuring the overall national programme delivery of quality, Inventories, Systems, TIM Implementation, E-Asset, awards/office closeout, disposals of used properties, missing/lost management of properties, GIKs, and supplies are met and delivered in accordance with timescales set and agreed with programme staff and SCIs systems, polices, and procedures as well as documentations are undertaken in a method auditable.

• Ensure a robust inventory, assets and GIK management coordination fit for the current and future and harnessing the extraordinary engagement, diversity, talent and commitment of the warehousing, Inventory, asset and GIK management, and ensure team are supported, Skills developed, and share experiences amongst teams.

SCOPE OF ROLE:

Reports to: Director of Supply Chain

Staff directly reporting to this post: Asset Management Coordinator, GIK (Gifts In Kind) & TIM warehouse Manager.

Staff reporting functionally: Area and Filed office warehouse coordinators.

The position holder will work very closely with all Budget holders, procurement and fleet heads, Area supply chain Managers and Area Directors.

KEY AREAS OF ACCOUNTABILITY:

Technical/Operational

• Ensure that movement supplies (resources) from the SCIs or Donors warehouses to the intended destinations/beneficiaries have been carried out in an efficient and cost-effective manner.
• Ensure all programme supplies and GIK data are captured into the system (TIM).
• Lead the Total Inventory Management (TIM) system operationality.
• Ensure, stocks on expired and expiring awards, and products expiry date(life), are followed with budget holders, circulate information on the status of the stocks and used before the end date of the awards.
• Work with centre and regional offices on inventories management, and efficient use of TIM and on stocks under expired and expiring SOFs.
• Ensure E-Asset is implemented at all levels of the country office, capacity building and roll out of the system is done in due time.
• Support awards and office closeout is undertaken in a manner compliances have been met.
• Make sure, mid and end-of-year stocks count, have been undertaken across all SCI warehouses.
• Ensure all assets are tracked, counted, used for intended purposes.
• Ensure appropriate filing of all relevant documents to ensure accurate tracking and documentation for audit purposes.
• Ensure all GIK donations are accounted for and GIK reports are received in time, checked for its accuracy and that the value tallies with the SCIs accounting system.
• Establish and maintain communication links between Addis Ababa and all field offices to ensure appropriate and regular information flow on all GIK and relief commodities, and programme stocks movements.
• Work with the concerned programme as well as warehouse team on reporting the actual GIK & Commodity stocks, expected arrivals, planned deliveries and all relevant information on warehouse activities on a monthly basis to the Supplies, and supply hain Director.
• Participate, Global/Regional warehousing community meeting and circulate TIM updates to the users.
• Support, GIKs/ and TIM warehouse audits as assigned by line manager.
• Regularly monitory storage of food and medicines appropriate temperature is persisting and supervise that room temperature is recorded twice a day and report any irregularities.
• Conduct warehouse visibility, Non-Medical and Medical warehouse assessment when required.
• Contact recognized health institutes for check up of edibility status of food items whose shelf/store life is expired.
• work with other supply-chain staff on reporting on monthly basis the actual stocks, expected arrivals and planned deliveries and all other relevant information on warehouse activities; forward report to the Director of Supply-Chain team and relevant Programme Implementation team.
• Undertake visits to all area and sub-area offices and assess the level of compliance with the guidelines and procedures, provide recommendations for improvement where applicable.
• Support the Director of supply-chain and the team in reviewing the asset and warehouse management procedures when required, develop and maintain effective systems and mechanism for professional asset and stock tracking in cooperation with Finance and Award.
• Make sure the Implementation of Total Inventory Management (TIM), across all warehouses managing programme stocks.
• Support in organizing Insurance coverage of SCI assets and property. This includes getting the list of assets and property from regional, area and sub-area offices. and regularly update the list as and when required.
• Produce management information reports on a monthly and quarterly basis, including data analysis and recommendations on improving the efficiency of assets, warehouse, inventory and stock management.
• Represent supply-chain in the awards closeout out meeting and share stocks status for the closing awards to make sure supplies have been utilised before the award is closed.
• Technically support field office programme and supply-chain team in inventories, TIM, warehousing, GIK and assets management in meeting compliances, standards and on efficiently and effectively utilizations of SCI resources.
• Ensure disposals of properties are conducted in accordance of SCI procedures and Country -Agency for Civil Society Organizations (ACSO), make sure disposal reports are submitted to the agency in the time due.
• Participate Global, regional, and country, warehousing, assets, inventories-TIM, Pro-save- Pro-fleet software development meetings, develop skills, share and implement newly released system functions to make SCI business-oriented organizations.
• Work with fleet and IT teams to combine knowledge, skills and experiences in order managing these assets in a manner cost effective, efficient and effective so as SCI uses its resources to the intended purposes.
• Update self-and the team of the changes in management, resources utilizations, working technologies, and strengthen following of working procedures, policies and compliances.

Capacity Building

• Build and develop the capacity of the Supplies and warehouse team through the use of effective training, performance management frameworks and development plan.

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability:

• Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• Holds suppliers accountable to deliver on their responsibilities

Ambition:

• Sets ambitious and challenging goals for themselves and takes responsibility for their own personal development

• Widely shares their personal vision for Save the Children, engages and motivates others
• Future orientated, thinks strategically and on a global scale

Collaboration:

• Approachable, good listener, easy to talk to; builds and maintains effective relationships with colleagues, Members and external partners and supporters
• Values diversity and different peoples perspectives, able to work cross-culturally.

Creativity:

• Develops and encourages new and innovative solutions
• Cuts away bureaucracy and encourages an entrepreneurial approach

Integrity:

• Honest, encourages openness and transparency, builds trust and confidence
• Displays consistent excellent judgement.

• Bachelors degree in management/Business Administration/Management/Supply Chain management or related fields with at least 10 years experiences at the senior managerial positions level.
• Proven and significant experience in supplies, commodities, GIKs and assets management, includes: an ability to operate web-based supplies management, review warehousing demands and trends, and to develop strategies to fill identified gaps.
• Field level experience in supply-chain for INGOsin international development and emergency programmes
• Knowledge of key institutional donors and their compliance requirements in respect of warehousing and inventory management.
• Highly developed interpersonal and communication skills including influencing, negotiation and coaching.
• Experience of solving complex issues through analysis, definition of a clear way forward and ensuring solving in.
• Commitment to Save the Children values.
• Ability and willingness to change work practices and hours in the event of major emergencies including travelling at short notice and for extended periods of time
• Highly organised with good administration skills for order and information management, able to develop filing systems and databases to ensure an auditable trail.
• A high level of computer literacy (word, excel, ppt etc, operating software)