Supply Chain Assistant – Warehouse

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

The IRC Yemen Country program has been established in 2012, and currently is implementing integrated Health, Nutrition, Environmental Health (WASH), Economic Recovery and Development, Women Protection and Empowerment and Education programming in eight governorates. The IRC Yemen Country Program operates with its Country Office in Sana’a and its main Field Office in Aden. Other subfield offices include Abyan, Hodeida and Al Dhale, with the Al Dhale office covering Lahaj, and the Abyan office covering activities in Shabwa.

Job Overview/Summary:

To manage all warehouse activities for Al-dhale and Lahj Pharma and Non pharma warehouse. The post holder will report regularly to the FC in Al-dhale and Lahj to ensure effective and efficient stock management and delivery in accordance with IRC Policy and procedures or as directed by the Snr SC Officer/SCM/SCC.

Responsibilities:

Job overview

The Warehouse Assistant as an integral member of the Supply Chain Department holds primary responsibility for inventory, asset, and property and warehouse management. The role holder will be responsible for implementing the IRC inventory policies with regard to all project items including cycle count, reporting discrepancies, pharmaceutical quality assurance as well as cold chain policies where applicable.

• Materials Receiving and Dispatch

You will:

• Receive and document materials from suppliers and other sources
• Inspect materials during receiving and update required documentation
• Liaise with the Supply Chain manager and Snr. Supply Chain officer to advise Programs of potential inventory shortages and to provide update on stock levels
• Inspect materials dispatched from the stores and update 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

2. Warehouse Documentation

You will

• Update stock cards, bin cards and inventory system regularly
• Implement standard warehouse documentation processes such as delivery Report, Waybills, Store Release, Bin Cards, and Stock Cards.
• Maintain the Warehouse activity book recording (i.e. Warehouse Register) for all outgoing and incoming receipts and activities.
• Ensure Warehouse Authorization Schedule is up to date and display

3. Warehouse Controls

You will:

• Participate in, and provide accurate reports for Year-end counts exercise
• Fully participate in 20% inventory cycle count for all stock
• Conduct internal inventory checks and keep records of all records
• Implement (FIFO, FEFO, LIFO) procedures for goods in the warehouse.
• Ensure good arrangement of storage facilities with appropriate layout, and signs display in strategic locations
• Assign tasks and supervise the working of casual laborers

4. Warehouse Safety and Security

You will:

• 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.,
• Maintain and periodically service fire extinguishers

5. Asset and Property

• Ensuring that all assets are controlled and managed properly in accordance to donor-specific polices.
• The implementation and/or maintenance of 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.
• 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

6. Reporting

The position holder will:

• Prepare and submit accurate inventory and Asset reports to supervisor on time as per donor regulations for Asset.
• Support with developing and updating of warehouse material distribution plans as required.

Key Working Relationships:

Position directly supervises: None

Other Internal and/or external contacts:

Internal: Regular relationships with program staff, Operations and country Supply Chain staff at all levels,

External: Vendors.

Requirements:

Work Experience: 2 - 3 years of work experience in supply chain operations (Warehouse/Asset).

Prior experience of working in Logistics, Inventory or Warehouse Assistant Position in a multi-cultural environment.

Education: Bachelor’s degree in Supply Chain, Business Administration, or equivalent in relevant field

Technical Skills & Experience:

• Extensive experience in logistics and operations planning
• Significant experience in supply chain warehouse and Inventory Management.
• Strong ability to prioritize work under pressure, maintain attention to detail, and coordinate multiple tasks to meet deadlines.
• Effective time management and organizational skills.
• INGO/NGO/UN/Private companies experience is required (INGO is preferred)

Soft Skills and Competencies:

· Customer & client centered and service-oriented mind & attitude, and ability to work independently under pressure.

· Excellent interpersonal and problem-solving skills, creativity and flexibility. Energetic, with great networking and communication skills.

• Detail-orientation and professional patience.

· Sense of professional discretion, integrity, and ability to manage situations diplomatically and to effective resolution.

Language Skills: Fluency in English and Arabic to communicate clearly and effectively.

Computer Skill: MS Office – MS Word, MS Excel, MS Outlook

PERFORMANCE INDICATORS:

Proper record of documentation is readily available when access in sequential order in hard form along in digital format.

Monthly reports were prepared and shared with concern well in time, soft record of stock is updated regularly, and GIK record is maintained as per guidelines

Warehouse is secure, clean, stock is well maintained, Bin cards, stock cards are updated, Warehouse staff is well train over procedures, Physical counting is done, and reports are available in hard form for each quarter.

Working Environment: Based in Aden office, required to travel to field offices, if required

There is active conflict in parts of the country and a possibility for further expansion of the conflict and violence into other areas. Staff must comply with all IRC security policies and procedures applicable to international staff. Security will be thoroughly discussed during the interview process.

IRC is an Equal 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, veteran status or disability.

PROFESSIONAL STANDARDS

All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.

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