Area Stock &Asset Officer

Vacancy Announcment

Position

Area Stock &Asset Officer

Job Starting Date

As soon as possible

Level of the position

Area Officer (D2-1)

Publication Date

15 December 2024

Location

Hasake

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 Officer is responsible for the comprehensive management of the designated ACTED warehouse, ensuring that all logistics operations are conducted efficiently and effectively. Reporting to the Senior Officer and Project Manager, the Area Stock &Asset Officer coordinates closely with the Country Logistics Officer to oversee all aspects of warehouse management. This includes monitoring inventory levels, ensuring that all requests are fulfilled accurately, and maintaining high operational standards in accordance with organizational protocols.

A key responsibility of the Area Stock &Asset Officer is to ensure that every accepted request is physically handled with precision. This entails overseeing the receipt, storage, and distribution of supplies, as well as ensuring that all documentation is completed correctly. The Officer is also tasked with conducting regular inventory audits to identify discrepancies and implement corrective measures. By maintaining accurate records and fostering a culture of accountability, the Area Stock &Asset Officer contributes significantly to the overall integrity of warehouse operations.

In addition to inventory management, the Area Stock &Asset Officer plays a crucial role in staff supervision and training. S/he is responsible for guiding the Stock Keeper Assistant and daily workers, providing them with the necessary support and resources to perform their tasks effectively. This includes organizing training sessions to enhance skills related to inventory management, safety protocols, and logistics processes. By investing in the development of team members, the Officer helps build a capable and efficient workforce.

The Area Stock &Asset Officer must be able to perform their functions with minimal supervision, demonstrating strong leadership and problem-solving abilities. S/he should be adept at prioritizing tasks and addressing urgent issues as they arise, ensuring that warehouse operations run smoothly. Additionally, management may request the Officer to support other warehouses or departments as needed, providing flexibility and adaptability in response to the organization’s evolving requirements. Overall, the Area Stock &Asset Officer is essential for ensuring that the warehouse operates at the highest level of efficiency and effectiveness, ultimately supporting the organization’s mission and objectives.

Objectives

• Co-develop and implement a long-term work plan in alignment with the needs of the warehouse operations and project requirements.
• Oversee the management of the designated ACTED warehouse, ensuring all logistics processes are executed efficiently and effectively.
• Coordinate between the Country Logistics Officer and the Area Stock &Asset to ensure that every accepted request is properly handled and fulfilled.
• Ensure compliance with inventory management standards and address any operational gaps to maintain high levels of service delivery.
• Strengthen and maintain communication with suppliers, warehouse administration, and relevant stakeholders through regular meetings and consultations.
• Lead the recruitment and training of in-warehouse staff and daily laborers, ensuring that all personnel are adequately supported in their roles.

Key roles and responsibilities

Project planning and implementation

• Warehouse Oversight: Oversee the overall operations of the designated ACTED warehouse, ensuring compliance with organizational standards and project requirements.
• Long-term Planning: Develop and implement a comprehensive long-term work plan for warehouse management in collaboration with the Senior Officer and Project Manager.
• Request Coordination: Coordinate between the Country Logistics Officer and the Area Stock &Asset to ensure that all accepted requests are processed accurately and efficiently.
• Staff Supervision: Supervise the daily activities of the Stock Keeper Assistant and daily workers, providing guidance and support to help them achieve operational targets.
• Service Provision: Collaborate with service providers and stakeholders to ensure effective service delivery and adherence to minimum standards in all warehouse operations.

Ensure service delivery is in line with minimum standards

• Oversee Service Delivery: Ensure that all warehouse operations align with minimum standards and project requirements, overseeing the management of inventory and logistics processes.
• Coordinate Inventory Processes: Supervise the handling of all accepted requests, ensuring accurate processing and effective communication with the Country Logistics Officer to maintain inventory flow.
• Conduct Risk Assessments: Lead site risk assessments and safety audits to guarantee a safe working environment for all staff, implementing necessary measures to mitigate identified risks.
• Enhance Data Management Systems: Oversee data collection and information management activities, working closely with the Project Manager to identify information gaps and improve reporting tools and methodologies.
• Strengthen Stakeholder Coordination: Facilitate regular coordination meetings with stakeholders, ensuring effective communication between the warehouse team, service providers, and logistics partners to optimize operational efficiency.

External relations

• Manage External Communications: Undertake communication and liaison activities to actively consult and involve beneficiaries, key informants, and stakeholders at all stages of warehouse management and logistics.
• Foster Relationships: Cultivate strong relationships with local and international humanitarian actors through regular attendance at meetings and active participation in collaborative initiatives.
• Maintain Community Connections: Ensure excellent relationships with local authorities, IDP community members, and the host community to facilitate smooth communication, efficient activity implementation, and effective outreach.
• Promote Respectful Engagement: Ensure that all interactions with beneficiaries are conducted sensitively and respectfully, prioritizing their dignity and concerns in all warehouse activities.
• Coordinate Collaborative Efforts: Identify and pursue opportunities for collaboration with other organizations to ensure complementary activities and effective gap-filling in the supply chain, while also supporting conflict resolution with third parties as needed.

Quality control

• Evaluate Warehouse Operations: Assess the overall performance of the designated ACTED warehouse to ensure efficient resource utilization and high-quality implementation of inventory management practices.
• Provide Technical Oversight: Offer technical guidance and supervision to the Stock Keeper Assistant and daily workers, regularly monitoring operations and addressing urgent issues as they arise.
• Monitor Compliance and Standards: Ensure that all activities adhere to established quality standards and guidelines, conducting regular checks to verify compliance with operational protocols.
• Document Lessons Learned: Document and analyze lessons learned and best practices in warehouse management, contributing to the organization’s institutional memory and enhancing future operations.
• Compile Quality Reports: Prepare comprehensive reports on inventory management activities, identifying key performance indicators and areas for improvement to support continuous quality control efforts.

Reporting

• Oversee Reporting Processes: Provide regular and timely updates on the overall performance of the designated ACTED warehouse, coordinating with the Senior Officer and Project Manager to highlight progress and challenges.
• Prepare Comprehensive Reports: Lead the preparation of comprehensive internal and external reports on inventory management activities, ensuring that all data is accurate and reflective of current operations.
• Identify Operational Challenges: Document and analyze operational challenges, providing insights and recommendations to the Senior Officer and Project Manager for continuous improvement.
• Facilitate Team Communication: Ensure effective communication within the warehouse team to gather relevant information for reporting purposes, promoting transparency and collaboration.
• Support External Reporting Requirements: Contribute to external reporting as required, coordinating with the Country Logistics Officer and other stakeholders to ensure that all information meets organizational standards and donor requirements.

Finance

• Oversee Budget Management: Support the Project Manager in budget follow-up and forecasts specifically related to the designated warehouse operations, ensuring proper allocation of resources.
• Lead Financial Reviews: Take the lead in reviewing and submitting FLATs documents for the warehouse, ensuring compliance with organizational standards and accuracy in financial reporting.
• Monitor Expenditures: Regularly monitor expenditures related to inventory management and logistics, providing insights to the Senior Officer and Project Manager for effective financial planning.
• Coordinate Financial Reporting: Ensure timely and accurate financial reporting by compiling necessary data on warehouse operations, facilitating discussions with the finance team as needed.
• Identify Financial Gaps: Analyze financial operations to identify any gaps or discrepancies in budgeting and expenditures, proposing solutions to enhance financial efficiency in warehouse management.

Logistic

• Lead Procurement Processes: Support the Project Manager with procurement planning and follow-up, leading all procurement activities for the warehouse, including the preparation of procurement plans, order forms (OFs), and tender documents (TCs) up to the signing of completion certificates.
• Manage Project Assets: Ensure the proper management and use of project assets and stocks, implementing robust inventory control measures to maintain accountability.
• Coordinate Team Movements: Oversee team movements related to warehouse operations based on available fleet resources, ensuring alignment with applicable logistics policies and procedures.
• Ensure Compliance with Logistics: Guarantee that all warehouse operations are documented appropriately, providing necessary information to the logistics team to facilitate smooth operational flow.
• Enhance Logistics Efficiency: Work closely with the Country Logistics Officer and other stakeholders to ensure that all logistics activities related to the warehouse are executed efficiently and effectively, addressing any logistical challenges that may arise.

Compliance and filing

• Oversee Documentation Management: Ensure that all warehouse-related documents are accurately recorded and maintained, both on the server and in hard copy, to meet compliance standards.
• Implement Filing Protocols: Develop and implement efficient filing protocols for inventory documentation, ensuring that all records are easily accessible and organized for reference.
• Ensure Compliance: Monitor compliance with organizational guidelines and legal requirements regarding documentation, conducting regular reviews and audits of inventory records.
• Document Inventory Transactions: Supervise the documentation of all inventory transactions, including receipts, distributions, and adjustments, ensuring accuracy and accountability.
• Facilitate Information Sharing: Coordinate with the Country Logistics Officer and relevant stakeholders to ensure that all necessary documents are available for reporting and compliance purposes, enhancing operational efficiency.

Security and contingency planning

• Ensure Security Compliance: Oversee that all team members are fully aware of security issues, policies, and SOPs, ensuring compliance and proper implementation within the warehouse operations.
• Lead Contingency Planning: Take the lead in drafting and updating contingency plans for the warehouse, evaluating potential risks and implementing strategies to mitigate them effectively.
• Manage Security Incident Reports: Lead the drafting and submission of Security Incident Reports (SIRs), ensuring that all incidents are documented thoroughly and addressed in a timely manner.
• Conduct Security Training: Organize and facilitate training sessions for warehouse staff on security protocols and emergency response procedures, promoting a culture of safety and preparedness.
• Coordinate with Stakeholders: Collaborate with relevant stakeholders, including the Country Logistics Officer, to ensure that security measures are integrated into overall warehouse management and operations.

HR

• Oversee Staff Recruitment: Ensure the timely recruitment of warehouse staff and daily labor in anticipation of operational needs, minimizing gaps in service delivery.
• Manage Staff Development: Follow up on comprehensive staff management processes, including developing Terms of Reference (ToRs), leave planning, performance appraisals, and identifying ongoing recruitment needs.
• Enhance Team Capacity: Strengthen team capacity through targeted training initiatives, identifying performance gaps, and flagging areas for improvement to the Senior Officer and Project Manager.
• Clarify Roles and Responsibilities: Ensure that all staff members understand their roles and responsibilities within the warehouse, providing training and support to enhance their effectiveness.
• Coordinate HR Activities: Collaborate with the HR department to align warehouse staffing and training strategies with overall organizational goals, ensuring a skilled and capable workforce.

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 Procurement Plans Developed: Number of procurement plans created and finalized in alignment with project work plans.
• # of Staff Recruited and Onboarded: Number of warehouse staff and daily workers successfully recruited, onboarded, and trained.
• # of Asset Management Audits Conducted: Number of audits conducted to assess the management and utilization of warehouse assets.
• # of Meetings Held: Number of meetings held with the Country Logistics Officer, service providers, and team members to ensure effective communication and operational alignment.
• # of Performance Reviews Completed: Number of performance conducted for warehouse staff to identify training needs and enhance team capacity.
• Compiled: Number of inventory reports prepared and submitted to the Area Stock &Asset 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 Area Stock &Asset 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 3 years of working experience with an INGO,
• Minimum of 2 years of experience in logistics, specifically in managing warehouse activities or inventory control.
• At least 1 years of experience in leading logistics teams, demonstrating proven interpersonal and leadership skills.
• Experience in at least one of the following areas: procurement planning, inventory audits, logistics reporting, and compliance with logistics protocols.
• A university degree or higher.
• Proficiency in English and Arabic (speaking, reading, and writing) for effective communication.
• Strong proficiency in using MS Office applications (Excel, Word, PowerPoint) for logistics reporting and data analysis.
• Ability to analyze logistics processes and identify areas for improvement to enhance operational efficiency.

Desired:

• At least 2 years of experience in leading logistics teams, demonstrating proven interpersonal and leadership skills.
• At least 2 years 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