Requisition ID: req51246

Job Title: Warehouse officer

Sector: Supply Chain

Employment Category: Regular

Employment Type: Full-Time

Open to Expatriates: No

Location: Assosa, Ethiopia

Work Arrangement:

Job Description

Job 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.

Key responsibilities:

A.Materials Receiving and Dispatch You will:

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

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

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

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

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

üImplement GSC SOPs on assets and inventory management.

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

üOrganize the replenishment of stock items as need arises based on an approved purchase requisition.

B.Warehouse Documentation You will ensure:

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

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

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

üThat Warehouse Authorization Schedule is up to date and implemented.

C.Warehouse Controls You will make sure:

ü20% inventory cycle count for all stock is conducted monthly or as per IRC Inventory management SOPs.

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

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

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

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

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

D.Warehouse Safety and Security You will:

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

üImplement and ensure clear safety procedures.

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

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

üEnsure fire extinguishers are well maintained and periodically serviced.

E.Asset and Property

üEnsuring that all assets are controlled and managed properly in accordance to donor-specific polices.

üThe implementation and/or maintenance of standard IRC assets management policies and procedures.

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

üWork 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.

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

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

üExpedite and facilitate utilities, communication, and security payments.

F.Reporting

The position holder will:

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

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

G.Legal and Compliance

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

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

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

üReview and provide feedback on assigned supply chain reports submitted by country offices; ➢ Develop and support implementation of improvement plans.

üPromptly 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.

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

üImplement 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:

üSupport recruitment of junior Warehouse staff

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

üDeliver Training and Professional development programmed.

üCoordinate 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.

Qualifications

Job 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.

üEducation: College degree or equivalent in Supply Chain Management, Logistics, Business Administration, or related field

üFirst degree 2 years of relevant experience or

üdiploma with 5 years of experience or

ü1 years of relevant experience plus post graduate degree.

üNGO and ERP experience is a plus.

Skills Required

üFluent English and Amharic written and spoken.

übasic supervisory/managerial skills. Technical and report writing skills.

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

üGeneral knowledge of Warehouse procedures and tools

üGood mathematical skills

üStrong sense of personal integrity

üAttention to detail and ability to multi-task.

üTeam spirit and problem-solving abilities

üExcellent interpersonal and communication skills

üRemains productive when under pressure

üDemonstrates a systematic and efficient approach to work

üRelates and works well with people of different cultures, gender and backgrounds.

IRC is an equal employment opportunity employer.IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status or disability.

IRC strives to build a diverse and inclusive team at all levels who as individuals, and as a group, embody our culture statement creating a working environment characterized by critical reflection, power sharing, debate, and objectivity for us to achieve our aspirations as a team and deliver the best possible services to our clients.

Professional Standards: The IRC and IRC workers must adhere to the values and principles outlined in IRC Way – Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity Anti-Retaliation and Combating Trafficking in Persons.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender sensitive security protocols, and other supportive benefits and allowances.