Area Stock &Asset Assistant

Vacancy Announcment

Position

Area Stock &Asset Assistant

Job Starting Date

As soon as possible

Level of the position

Assistant (E1-1)

Publication Date

15 December 2024

Location

Raqqa

Type of contract

Full-Time

Duration

3 Months

Closing Date

22 December 2024 at 9:00 AM

About Acted

Since its inception in 1993 as an international non-governmental organization, Acted has been dedicated to providing immediate humanitarian assistance to those in immediate need and protecting people’s dignity, while also co-creating longer-term opportunities for sustainable growth and fulfilling people’s potential. Acted works to respond to humanitarian crises and build resilience; to promote inclusive and sustainable growth; to co-create effective governance; and to support the global building of civil society by investing in people and their potential. We go the extra mile: Acted’s mission is to save lives and assist people in meeting their basic needs in remote areas. Acted is active in 38 countries and implements more than 505 projects per year, reaching over 20 million beneficiaries with a team of 4,800 national and 450 international staff.

Acted hires employees based on merit and qualifications for the position, regardless of race, colour, religion, sexual orientation, national origin, ethnicity, political affiliation, gender, or disability status.

Furthermore, through its programs in Syria, Acted is dedicated to the prevention of sexual exploitation and abuse. The successful candidate will be expected to follow the Acted Code of Conduct and Acted Global Policies, particularly those pertaining to the protection of children and the prevention of sexual exploitation and abuse. A thorough reference and background check will be performed, including an investigation into any allegations of child abuse or sexual abuse.

Context of the position and key challenges

JOB PURPOSE

The Area Stock &Asset Assistant plays a vital role in supporting the daily operations of the designated warehouse, working closely with the Stock Keeper Officer. S/he assists in managing inventory levels, ensuring that all stock is accurately recorded and readily available for distribution. The Assistant is responsible for coordinating tasks among daily workers, facilitating effective communication to ensure that all activities are executed smoothly and efficiently. By fostering a collaborative environment, the Assistant helps to maintain high operational standards and ensures that the team meets its objectives.

In addition to inventory management, the Area Stock &Asset Assistant is involved in preparing logistics requests and assisting with the procurement of necessary supplies. S/he is tasked with ensuring that all incoming and outgoing shipments are properly documented and that inventory records are updated in real-time. This attention to detail is crucial for maintaining transparency and accountability within warehouse operations. Furthermore, the Assistant plays a key role in information collection, which is essential for reporting and decision-making processes.

The Area Stock &Asset Assistant should demonstrate the ability to work independently with minimal supervision from the Stock Keeper Officer. This includes problem-solving and prioritizing tasks to address challenges that arise during daily operations. S/he must be proactive in identifying potential issues and implementing solutions to ensure continuous workflow. Strong organizational skills and the ability to adapt to changing circumstances are essential for success in this role.

If required, management may ask the Area Stock &Asset Assistant to provide support at other warehouses or departments. This flexibility allows the Assistant to gain broader experience and contribute to various aspects of logistics and supply chain management within the organization. Overall, the Area Stock &Asset Assistant is integral to the efficiency of warehouse operations and the successful delivery of supplies to meet the needs of the organization.

Objectives

• Co-develop and implement a long-term work plan in alignment with the needs of the warehouse operations and project requirements.
• Support all logistics units in executing their daily activities while directly coordinating with the Stock Keeper Officer and overseeing daily workers, including activity implementation, finance, logistics, and HR follow-up.
• Ensure effective inventory management and address key gaps in line with established standards, while promoting an inclusive communication and coordination framework.
• Strengthen and maintain coordination with suppliers, warehouse administration, and relevant stakeholders through regular meetings and consultations.
• Ensure timely recruitment and follow-up of in-warehouse staff and daily laborers.

Key roles and responsibilities

Duties and Responsibilities

Project planning and implementation

• Operational Support: Assist the Stock Keeper Officer in the daily operations of the designated warehouse, ensuring seamless coordination between the Stock Officer and daily workers.
• Inventory Management: Help maintain accurate inventory records by documenting incoming and outgoing supplies and monitoring stock levels.
• Logistics Coordination: Prepare logistics requests and assist in managing the procurement of necessary supplies, ensuring timely availability of materials.
• Team Collaboration: Facilitate effective communication among team members, participating in regular meetings to track progress and resolve any operational challenges.
• Safety Compliance: Contribute to maintaining a safe working environment by adhering to health and safety guidelines and reporting any hazards or incidents.

Ensure service delivery is in line with minimum standards

• Ensure Compliance with Standards: Assist the Stock Keeper Officer in ensuring that all inventory management processes comply with minimum operational standards and best practices.
• Support Inventory Monitoring: Participate in monitoring stock levels and identifying gaps in inventory management, helping to address these issues through effective communication with the Stock Keeper Officer and daily workers.
• Assist in Data Collection: Aid in data collection for inventory management activities, contributing to the maintenance of updated records and assisting in the development of reports that enhance operational efficiency.
• Facilitate Training and Capacity Building: Support the training of daily workers on inventory handling procedures and safety protocols, ensuring that all staff are equipped to perform their duties safely and effectively.
• Promote Community Engagement: Encourage daily workers to participate in warehouse activities and improvements, fostering a culture of collaboration and engagement within the team.

External relations

• Facilitate Communication: Assist the Stock Keeper Officer in engaging with beneficiaries and key stakeholders to ensure their input is considered during inventory management processes and logistics activities.
• Build Relationships: Help cultivate strong relationships with local authorities, community members, and other humanitarian actors by participating in meetings and facilitating communication to foster collaboration.
• Ensure Respectful Engagement: Maintain sensitivity and respect in all interactions with beneficiaries, ensuring that their needs and concerns are prioritized in warehouse operations.
• Identify Collaboration Opportunities: Actively seek opportunities to coordinate with other organizations to complement inventory management efforts and address any gaps in service delivery.
• Support Conflict Resolution: Assist the Stock Keeper Officer in troubleshooting and resolving any issues that arise with third parties, ensuring smooth operations and effective communication within the supply chain.

Quality control

• Support Quality Assessment: Assist the Stock Keeper Officer in assessing warehouse operations to ensure the efficient use of resources and the quality implementation of inventory management processes.
• Monitor Daily Operations: Regularly monitor daily activities within the warehouse, providing feedback to the Stock Keeper Officer on performance and identifying any urgent issues that require immediate attention.
• Document Best Practices: Help document lessons learned and best practices in inventory management, contributing to the continuous improvement of operational procedures and strengthening institutional memory.
• Facilitate Training: Support the Stock Keeper Officer in providing technical guidance and training to daily workers, ensuring they are well-informed about quality standards and operational requirements.
• Contribute to Reporting: Assist in compiling reports on warehouse activities, highlighting areas of success and opportunities for improvement to enhance overall quality control.

Reporting

• Provide Operational Updates: Assist the Stock Keeper Officer in providing regular and timely updates on warehouse operations, including progress, challenges, and any issues that may arise during daily activities.
• Contribute to Internal Reporting: Support the preparation of internal reports regarding inventory management and logistics, ensuring that all relevant data is accurately captured and communicated.
• Document Challenges: Help document challenges faced in the warehouse operations, collaborating with the Stock Keeper Officer to identify solutions and improve processes.
• Coordinate with Team: Facilitate communication among daily workers to gather feedback and insights that can be included in operational updates and reports.
• Assist in External Reporting: Contribute to external reporting efforts as required, ensuring that all information is accurate and reflects the current status of warehouse operations.

Finance

• Compile Financial Data: Help gather and organize financial data related to inventory management, contributing to accurate budget forecasting and financial reporting.
• Document Financial Transactions: Assist in documenting financial transactions related to warehouse operations, ensuring that all records are maintained accurately for future reference.
• Support FLATs Submission: Aid the Stock Keeper Officer in the review and preparation of FLATs documents for the warehouse, ensuring that all necessary information is included and submitted on time.
• Coordinate with Finance Team: Facilitate communication with the finance team to ensure timely processing of invoices and financial requests related to warehouse operations.

Logistic

• Assist with Procurement Planning: Support the Stock Keeper Officer in procurement planning and follow-up, helping to prepare procurement plans, order forms (OFs), and tender documents (TCs) for warehouse operations.
• Maintain Asset Management: Aid in the proper management and utilization of project assets and stocks, ensuring that all inventory is accounted for and stored correctly.
• Facilitate Team Movements: Assist in coordinating the movement of the warehouse team based on available fleet resources, ensuring compliance with organizational policies.
• Document Warehouse Activities: Ensure that all necessary documentation related to warehouse operations is maintained and provided to the logistics team in a timely manner.
• Support Logistics Coordination: Collaborate with the Stock Keeper Officer and logistics team to ensure efficient logistical support for inventory management and procurement processes.

Compliance and filing

• Maintain Document Records: Assist the Stock Keeper Officer in keeping a comprehensive record of all inventory-related documents, ensuring they are stored both digitally on the server and as hard copies when necessary.
• Organize Filing Systems: Help organize and maintain an efficient filing system for warehouse documentation, categorizing files for easy retrieval and reference.
• Support Compliance Efforts: Ensure that all documentation complies with organizational standards and legal requirements, assisting in regular audits of inventory records.
• Document Daily Operations: Record daily warehouse activities, including receipts, distributions, and inventory counts, to ensure accurate tracking of stock movement.
• Facilitate Access to Information: Assist in providing access to necessary documents and records for the Stock Keeper Officer and team members, promoting transparency and effective communication.

Security and contingency planning

• Promote Security Awareness: Assist the Stock Keeper Officer in ensuring that all daily workers are aware of security issues, policies, and standard operating procedures (SOPs), encouraging adherence to these guidelines.
• Support Contingency Planning: Contribute to the drafting and updating of contingency plans for the warehouse, ensuring that all potential risks are addressed and prepared for.
• Document Security Incidents: Help in documenting any security incidents or concerns that arise in the warehouse, providing necessary information for the Stock Keeper Officer to address these issues.
• Participate in Training: Engage in training sessions related to security protocols and procedures, ensuring that all team members are equipped with the knowledge to respond effectively to security issues.
• Facilitate Communication: Support communication efforts regarding security updates and contingency plans among the warehouse team, ensuring that everyone is informed of necessary procedures.

HR

• Assist in Recruitment: Support the Stock Keeper Officer in the timely recruitment of staff and daily labor, anticipating operational needs to avoid gaps in warehouse operations.
• Monitor Staff Management: Help follow up on staff management tasks, including the development of Terms of Reference (ToRs), leave planning, and tracking performance appraisals.
• Identify Training Needs: Contribute to the strengthening of team capacity by identifying training needs among daily workers and assisting in the development of improvement plans.
• Support Role Clarity: Ensure that all daily workers understand their roles and responsibilities, providing guidance and clarification as needed to enhance operational efficiency.
• Facilitate Team Communication: Promote effective communication within the team regarding HR policies and procedures, ensuring that everyone is informed and engaged.

Key Performance Indicators

Example, the key performance indicator (KPI) is a measurable value that demonstrates how effectively a company is achieving key business objectives. Organizations use KPIs to evaluate their success at reaching targets

• # of Inventory Reports Compiled: Number of inventory reports prepared and submitted to the Stock Keeper Officer for review.
• # of Training Sessions Conducted: Number of training sessions facilitated for daily workers on inventory management and safety protocols.
• # of Inventory Audits Supported: Number of inventory audits participated in to assess stock levels and identify discrepancies.
• # of Procurement Requests Processed: Number of procurement requests prepared and submitted in coordination with the Stock Keeper Officer.

# of Daily Operations Monitored: Number of daily warehouse operations monitored to ensure compliance with established procedures and quality standards.

Required qualifications and technical expertise

QUALIFICATIONS

Required:

• At least 2 years of working experience with an INGO.
• Minimum of 1 year of experience in logistics, including inventory management or supply chain processes.
• Experience in coordinating/managing logistics teams or supporting daily operations in a warehouse setting.
• Experience in at least one of the following areas: conducting inventory audits, managing stock levels, assisting with procurement processes, and ensuring accurate documentation.
• Institute degree or Higher
• Good/intermediate in English and proficiency in Arabic (speaking, reading, and writing).
• Proficient in using MS Office applications (Excel, Word, PowerPoint) for reporting and data management.
• Strong organizational skills with the ability to manage multiple tasks efficiently in a fast-paced environment.

Desired:

• Experience in implementing small logistics Project or inventory management projects, contributing to efficiency in warehouse operations.
• At least 1 year of working experience under logistics or inventory management units in an emergency context.
• Certificate or training in data management or inventory software in warehouse setting/Management.