Warehouse Supervisor

Job Purpose

The Warehouse Supervisor is responsible for effective management of the warehouse by tracing, recording and reconciling commodities. The position holder will effectively implement the distribution plan. The Warehouse Supervisor will comply with warehouse procedures and ensure the premises are maintained according to warehouse management guidelines and safeguard warehouse assets and inventory.

This position is open to citizens of Malawi.

ESSENTIAL JOB FUNCTIONS:

Warehouse Management

• Responsible for the effective management of warehouse operations and timely recording of stock movement
• Assist line manager to prepare distribution paperwork and logistics including scope of work, booking accommodation for distribution drivers and submitting distribution related invoices for payment
• Track goods in transit to ensure timely delivery. Organize casual laborer’s to off load and load commodities in advance to avoid delays
• Record, label, stack and organize commodities in the warehouse according to guidelines. Create adequately spaced aisles to enable movement during cleaning, stock movement and stock take
• Implement safety protocols for warehouse personnel and inventory.
• Implement Occupational, Health and Safety (OHS) Act and ensure that warehouse staff are compliant
• Implement regular safety drills and hold staff accountable for continuous and non-justifiable absence
• Conduct regular stock checks to verify against bin cards and identify missing, obsolete and damaged goods. Investigate and clear discrepancies within 30 working days and issue a report to line manager, Program Lead and Director of Finance and Operations with recommendations
• Implement warehouse hygiene practices, including cleaning and fumigation in line with warehouse guidelines
• Implement security practices at the warehouse, including having adequate lighting, locks and guards
• Monitor commodity batches to ensure that production and expiry dates are appropriately labelled for each consignment
• Maintain optimum stock levels.
• Effectively manage stock movement by observing First Expiry First Out (FEFO) to maintain fresh stock
• Closely work with line manager to keep abreast of supply chain to avoid over or under stocking the warehouse and prepare stock layout in advance
• Monitor and manage commodity levels to ensure accuracy and prevent stock shortages or overages.
• Conduct regular inventory counts and reconcile discrepancies.
• Assist in organizing and optimizing warehouse storage space.
• Maintain a clean, organized, and safe warehouse environment.
• Arrange and organize inventory in an efficient and accessible manner.
• Operate forklifts, pallet jacks, and other warehouse equipment safely and efficiently.
• Participate in monthly and end of year stock take

Receiving and Processing Goods

• Receive incoming shipments and verify the accuracy of orders.

• Check for damaged or missing items and report discrepancies.

• Sort, label, and properly store received goods.

Order Fulfillment and Dispatch:

• Assist in picking and packing orders based on specific instructions.

• Coordinate with logistics for timely order dispatch.

Documentation and Record Keeping:

• Complete necessary paperwork, such as outbound and inbound forms, accurately and in a timely

manner.

• Maintain accurate records of received goods, dispatched orders, and inventory levels.

Communication and Collaboration:

• Collaborate with warehouse staff to ensure efficient workflow.

• Communicate effectively with supervisors and team members regarding inventory and warehouse

activities.

• Report issues, malfunctions, or safety concerns to the line manager.

Quality Control:

• Conduct quality checks on commodities in the warehouse

Reporting

• Submit monthly stock reports to line manager by the 5th of each month

HR Management

• Performance Management and supervision of Warehouse Loaders. Support direct reports

to achieve annual performance objective and guide their professional growth

BEHAVIOURS (Values in Practice)

Accountability:

• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Feed the Children values
• Holds the team and partners accountable to deliver on their responsibilities providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

• Sets ambitious and challenging personal and team goals, takes responsibility for own personal development, and encourages teams to do the same
• Widely shares personal vision for Feed the Children, engages and motivates others
• Future orientated, thinks strategically and on a global scale.

Collaboration:

• Builds and maintains effective relationships, with team, colleagues, Donors and external partners and supporters
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to.

Creativity:

• Develops and encourages new and innovative solutions
• Willing to take disciplined risks.

Integrity:

• Honest, encourages openness and transparency; demonstrates highest levels of integrity

QUALIFICATIONS:

Education:

• Bachelor’s degree in logistics, business administration, supply chain management, or any other related field from the accredited University.

Qualifications & Experience:

• At least 3 years’ professional experience in a similar position managing a busy warehouse and large scale distribution
• Possess a clean motorcycle driver license.
• Strong analytical and leadership skills.
• Strong decision making and problem-solving skills
• Excellent skills MS Word, Excel, Outlook, Power point

Additional job responsibilities

The job duties and responsibilities as set out above are not exhaustive and the postholder may be required to carry out additional duties within reason and in line with their level of skills and experience.

Knowledge, Skills and Abilities:

Leadership — Strong leadership, analytical and organizational skills; demonstrated ability to work both independently and within a team, assess priorities, and manage multiple activities with attention to detail, meeting tight deadlines under pressure.

Computer Skills – Intermediate skills using Microsoft Office products Word, Excel, PowerPoint and Outlook. Advanced MS Excel skills.

English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Oral Communication – Speak clearly, persuasively, and professionally in positive or negative situations; listen and gets clarification; respond well to questions; demonstrate group presentation skills; participate in meetings.

Written Communication – Write clearly and informatively; edit work for spelling and grammar; vary writing style to meet needs; present numerical data effectively; able to read and interpret written information.

Teamwork – Balance team and individual responsibilities; exhibit objectivity and openness to others’ views; give and welcome feedback; contribute to building a positive team spirit; put success of team above own interests; able to build morale and group commitments to goals and objectives; support everyone’s efforts to succeed.

Ethics – Treat people with respect; keep commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values.

Reasoning – Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form; ability to deal with problems involving several concrete variables in standardized situations.

SAFEGUARDING POLICY

Feed the Children strives to provide an environment free from sexual exploitation and abuse and harassment in all places where relief and development programs are implemented. Feed the Children holds a zero-tolerance policy against sexual exploitation and abuse and harassment. Feed the Children expects its employees to maintain high ethical standards, protect organizational integrity and reputation, and ensure that Feed the Children work is carried out in honest and fair methods, in alignment with the Feed the Children safeguarding and associated policies. Violations to stated policies will be subject to corrective action up to and including termination of employment.

DISCLAIMER:

This job description should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description. Any essential function or requirement of this job will be evaluated as necessary should an incumbent or applicant be unable to perform the function or meet the requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent or applicant when possible.