Work Arrangement:
Job Description
General Description
Under the direct supervision of the Supply Chain Manager, the Warehouse Officer is responsible for asset and inventory management, ensuring the smooth implementation of supply activities at the Base.
Objective
The Warehouse and Asset Officer will be responsible for:
1) Receiving orders and work
– He/She constitutes receiving documents in accordance with the organization’s procedures and mechanisms set up on the base. – He/She validates the quality of the goods to the applicants within the framework of the deliveries in reference to the sample given by the supplier and validated by the applicant and ensures the joint delivery of the orders with the Procurement Assistant. – He/she checks the expiration dates of perishable products such as medicines, foodstuffs, etc. with the customers during deliveries. – He/she ensures that the goods delivered meet the quality standards and respect the ethical standards of IRC purchasing. – He/she checks the conformity of the documents provided by the suppliers: pro forma, invoice, delivery documents. – He/she verifies and ensures the conformity of the files and transmits them to the Procurement for the elaboration of the payment request (PRF) – If the reception is done at the office, he/she will participate in the reception of the goods with the applicants. – If the reception is planned in the field, he/she will make the necessary arrangements to do so jointly with the program teams, i.e. transmit to the Program Manager the purchase order and possibly the waybill. – He/she ensures that the suppliers respect the deadlines and places of delivery agreed at the time of the orders. – He/She ensures the proper physical and electronic archiving of all order, delivery/receipt documents from the base. – He/She participates in the preparation of audits in his/her field of expertise. – He/She ensures the relationship with suppliers and service providers and may be required to manage disputes with them in collaboration with his/her hierarchy. – During maintenance work or various rehabilitations, he/she prepares the certificate of completion (COC) in collaboration with the Transport Assistant
Stock Management in Integra
– Compare inventories extracted from Integra with physical stock. – Create an inventory journal – Annual inventory – Carry out a physical inventory and Record inventory results – Enter count results – Create an end-of-grant inventory journal – Create an inventory journal – 20% of inventory – Display available stocks – Create an inventory adjustment log – Distribute the inventory journal adjustment – Cancel reservation of project product quantity – Attach a document to an inventory adjustment log – Enter product receipt – Receive CIK items stored in inventory – Dispatch products while : Issuing a delivery note, Stock transfers and returns.
Stock transfer
– Create a transfer order to transfer a product between two or more suppliers. – Receiving a product on a transfer order – Transfer stock from one location to another (in the same IRC warehouse) – Transfer stock between two projects. Product returns – Send the items to be returned to the supplier. – Return the beneficiary’s items to the IRC warehouse.
2) Responsible for the management of the base’s assets.
– Conduct rotating inventories every 02 months and annually according to IRC procedures and the provisions defined on the base. – Ensure all asset/property management documents are updated and shared with management monthly. – Implement documentation in accordance with asset/property management Principles ; – Ensure the follow-up and transfer of assets and property. – Ensure the marking and registration (Target) of the assets and property of the base. – Ensure the decommissioning, disposal, donation, or transfer of assets according to procedures. Asset management in Integra – Registering fixed assets – Update the fixed asset register with the required information. – Create and acquire a CIK asset (non-depreciable) – Create an asset register for a CIK item.
3) Contribute to the stock management of the base.
– Supervise work within the warehouses/stores. – Ensure the cleanliness of the warehouses / stores. – Ensure standard filing of items and place bin cards. – Ensure that the filing and documentation system is up to date. – Ensure that all outgoing items are processed according to the rotation procedures (FIFO/FEFO); – Maintain the warehouse register up to date. – Ensure that the receipt and shipment of goods are done in accordance with the procedure in place. – Participate in all inventories or stock checks. – Report to the Supply Chain Manager on any deficiencies in the warehouses. – Make proposals to improve filing, archiving or any other activity deemed relevant.
4) Specific tasks
– Daily update of all activities within the warehouses. – Report on difficulties and propose solutions ; – Ensure regular communication with the Procurement Officer and requesting staff. – Be attentive to different requests. – Be pragmatic in his reactions. – Maintain good relations and collaboration with colleagues in other departments.
5) Reporting
– Contribute to internal reports related to inventory and assets monthly! – Ensure the collection of quality data related to inventory and asset management activities! – Ensure regular communication with the Procurement Officer to integrate priorities in the implementation of support and program activities. – Perform any other tasks as requested by his/her supervisor.
General Commitment
– Commitment to comply with mandatory reporting policies. – Commitment to ensuring that these policies are fully implemented possible within their work environment. – Be available to perform any other tasks deemed useful by his/her direct supervisor or by the IRC.
Deliverables
– Produce a weekly report on stock – Produce monthly report on Asset – Produce a monthly report on Stock – Produce a stock & Asset report at the end of every Grant – Produce a cycle count report every two months.
Qualifications
Education and Experience
– Bachelor’s degree in Logistics Management, business management, Social Science or related field, or equivalent experience. – At least 3 years’ experience in International NGOs and Private Organizations
Job Requirements:
– Ability to write narrative and analytical spreadsheet reports; – Proven computer skills in MS-Word, MS-Excel advanced, MS-Access and other related programs are required. – Ability to plan, prioritize, coordinate and multi-task; – Ability to work under pressure and meet deadlines; – Strong organizational, interpersonal and communication skills; – Ability to work with a multicultural team – Ability to work as part of a team, prioritizing high volumes of work while meeting tight deadlines. – Ability to synthesize information.
Languages:
– Excellent writing and communication skills in English.
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