IRC Senior Supply Chain Officer - Warehouse Jobs in Ethiopia

IRC Senior Supply Chain Officer - Warehouse Jobs in Ethiopia

Job Overview:

The Warehouse Senior Officer as an integral member of the Supply Chain Department holds primary responsibility for inventory, asset, and property and warehouse management under the SC Manager.

The role holder will be responsible for all aspects of the IRC inventory policies related to warehouse 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:

Materials Receiving and Dispatch and proper storage

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 Supply Chain manager 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

Ensure warehouse materials are properly shelved, the Ex-date well trucks shelf life, and all items in the WH are also very clean all the time, ensure that effective release and receiving of materials from and into the warehouse.

Ensure that all materials are stored with 360-degree accessible position.

Ensure that all materials are stored off the ground.

Asset and Property management

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

Implement and/or maintain 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.

Maintain accurate asset and inventory report and 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.

Warehouse Documentation and reporting

Ensure:

Stock cards, bin cards and inventory systems are regularly updated

Asset register are properly and timely recorded and 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.

Prepare and submit accurate monthly inventory and Asset reports to SCM on time as per donor regulations for Asset.

Support the SCM and the program team with developing and updating of warehouse material distribution plans as required.

Produce monthly warehouse and asset reports each month.

Share weekly warehouse status update reports to SCM and Adama FO staff every week, and asset and equipment status to SCM.

Ensure that warehouse documents (waybill, delivery note, store release, stock card) are correctly filled and maintained according to IRC filing protocol.

Ensure that the inspection document is completed and filed accordingly within one day if the material needs an inspection.

Warehouse Controls

Ensure that 20% inventory cycle count for all stock is conducted Every two months 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. And the labor payments are made timely.

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

Warehouse Safety and Security

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

Ensure that the AC calibration is periodically conducted.

Ensuring the warehouse compound doors, windows, and fences are safe and secure to the warehouse management system.

Ensuring that inside, and outside of the warehouse are very clean throughout the review period and giving updates to SCM regarding warehouse safety and security on every week.

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 warehouse functions.

Develop and support implementation of warehouse improvement plans.

Promptly Inform the FC, the Supply Chain 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);

Staff Management and Development:

Support recruitment of Warehouse staff (written tests and interviews) through the effective utilization of the IRC supply chain competency matrix.

Ensure each team members' objectives are set following the organizational unit visions as well as operations context(s);

Provide face to face and remote orientation to newly hired warehouse staff at Adama FO.

Coordinate training and maintain training records

Make sure the staff members are taken the mandatory trainings and share the training completion certificates to SCM, FC and HR.

Make sure that proper hand over is conducted during annual leave utilization and prepared leave utilization plan for self and team members and utilize accordingly.

Qualifications

BA/MSA holder at a public university or at an accredited university or college.

Educational Requirements:

BA/MBA graduate in Supply Chain Management, Logistics, Business Administration, or related field of study.

Preferred experience & skills:

At least 3 years of experience managing the warehouse and warehouse team,

Experience using Supply Chain databases to extract inventory reports, and Experience in managing warehouses with food and NFIs

General knowledge of Warehouse procedures and tools

Physically mobile, able to lift 30kg without strain.

Attention to detail and ability to multi-task

Excellent verbal and written communication skills as well as, an overall ability to be clear and concise in all communications.

Strong organizational and time-management skills; proven ability to prioritize and deliver on time

Strong analytic problem-solving skills

Ability to work both independently and in a dynamic, cross-functional global team structure

Highly proficient in Microsoft Office suite

Demonstrated ability to work effectively with stakeholders at all levels

Ability to manage and work through change in a proactive and positive manner.

Language Skills:

Fluency in English language is essential

Knowledge of local languages is advantageous.

Certificates or Licenses:

Certificate of First Aid kit and safety and security trainings (optional)

Driving License is also advantageous.

How to Apply

For more information and job application details, see; IRC Senior Supply Chain Officer - Warehouse Jobs in Ethiopia

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