Warehouse officer

BACKGROUND:

The International Rescue Committee, one of the worlds 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 Ethiopias Somali region and are currently providing assistance to Ethiopians and refugees in six regions in Ethiopia, implementing emergency and development programs in health, water and sanitation, economic recovery and development (ERD), womens protection and empowerment, education, child protection, and multi-sectoral emergency response.

Position Overview:

The Supply Chain Officer-warehouse as an integral member of the Supply Chain Department holds primary responsibility for inventory, asset, and property. The role holder will be responsible for all aspects of the IRC inventory policies related to warehouse, Assets, and property operations, including but not limited to receiving, storage, inventory control, selecting, loading, and dispatch of goods 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 directing the activities of warehouse personnel.

Major responsibilities include:

A. Materials Receiving and Dispatch You will:

Manage materials receiving process by ensuring that received documents are cross checked and Goods inspected.

Make sure that the documents and materials received from suppliers and other sources are accurate and complete.

Liaise with the Warehouse Manager and Supply Chain coordinator to advise Programs of potential inventory shortages and to provide update on stock levels.

Ensure that the cold chain system is organized, and that keep-cool items are handled appropriately.

Ensure timely dispatch of materials from the stores and accurate update of appropriate dispatch documents.

Implement GSC SOPs 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.

B. Warehouse Documentation You will ensure:

Stock cards, bin cards and inventory systems are regularly updated.

Standard warehouse documentation processes such as Delivery Report, Waybills, Store Release, Bin Cards, and Stock Cards are accurately Implemented in accordance with IRC SOPs

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

That Warehouse Authorization Schedule is up to date and implemented.

C. Warehouse Controls You will make sure:

20% inventory cycle count for all stock is conducted monthly or as per IRC Inventory management SOPs.

Internal inventory checks are conducted, and appropriate records accurately kept.

The correct stock procedures, (FIFO, FEFO, and LIFO) for goods in the warehouse are used.

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

The assignment of tasks and supervision of the working of warehouse personnel, including casual laborer is done.

That Year-end inventory counts exercise is conducted and provide accurate reports.

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 managed properly in accordance to donor-specific polices.

The implementation and/or maintenance of 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.

Pull out updated asset list for end of grant report and develop assets running cost analysis.

Expedite and facilitate utilities, communication, and security payments.

F. Reporting

The position holder will:

Prepare and submit accurate inventory, property and Asset reports to supervisor on time as per donor regulations for Asset.

Support with developing and updating of warehouse material distribution plans as required.

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 Inform 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 junior Warehouse staff

Provide face to face and remote orientation to newly hired supply chain staff.

Deliver Training and Professional development programmed.

Coordinate training and maintain training records.

Key Working Relationships:

Position directly supervises: Warehouse Assistant

Other Internal and/or external contacts:

Internal: Regular relationships with program staff, Operations, and country Supply Chain staff at all levels, External: Vendors.

Safeguarding Responsibilities: -

• Promote and actively participate in initiatives and efforts to build team engagement, inclusion, and cohesion in IRC [team/office]

• Foster ongoing learning, honest dialogue and reflection to strengthen safeguarding and to promote IRC values and adherence to IRC policies.

Requirements:

• 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.
• Education: College degree or equivalent in Supply Chain Management, Logistics, Business Administration, or related field .
• First degree 2 years of relevant experience or
• diploma with 5 years of experience or
• 1 years of relevant experience plus post graduate degree.
• NGO and ERP experience is a plus.

Skills required:

- Fluent English and Amharic written and spoken.

- basic supervisory/managerial skills. Technical and report writing skills.

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

- General knowledge of Warehouse procedures and tools

- Good mathematical skills

- 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