Supply chain Officer – warehouse

Location: Addis Ababa
Salary: As per the scale of the organization.
Deadline: Jul 21, 2022

Job Description

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, IRC offers life-saving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in more than 40 countries, IRC restores safety, dignity and hope to millions who are uprooted by conflict or disaster. IRC leads the way from harm to home.

The IRC established operations in Ethiopia in 2000 and is currently working in seven regions across the country implementing projects in Environmental Health/Water Sanitation and Hygiene (EH/WASH), Early Recovery and Development, Child Protection and Education, Health, Emergency Rapid Response and Community Wellbeing Initiative (CWI) – women’ protection and empowerment and gender-based violence.

The Supply Chain Officer 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

  • 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 Warehouse Manager and Supply Chain coordinator 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

B.    Warehouse Documentation

  • Stock cards, bin cards and inventory systems are regularly 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

C.    Warehouse Controls

  • 20% inventory cycle count for all stock is conducted monthly 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
  • That Year-end inventory counts exercise is conducted and provide accurate reports

D.   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

E.    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
  • Expedite and facilitate utilities, communication, and security payments

F.    Reporting

  • Prepare and submit accurate inventory, property 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.

G.   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 functions.
  • Review and provide feedback on assigned supply chain reports submitted by country offices;
  • Develop and support implementation of improvement plans.
  • Promptly 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.
  • 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);

H.   Staff Management and Development:

  • Support recruitment of junior Warehouse staff
  • Provide face to face and remote orientation to newly hired supply chain staff
  • Deliver Training and Professional development programmes
  • Coordinate training and maintain training records

Job Requirements

  • Education: College degree or equivalent in Supply Chain Management, Logistics, Business Administration or related field
  • Work Experience: At least 2 years of work experience in supply chain operations (Warehouse/Asset).
  • Prior experience of working in Logistics, Inventory or Warehouse management position in a multi-cultural environment.

Demonstrated Skills and Competencies:

  • Fluent English and Amharic written and spoken.
  • Competent with using computers, especially Microsoft Office Word and Excel spreadsheets and Outlook.
  • General knowledge of Warehouse procedures and tools
  • Good mathematical skills
  • Strong sense of personal integrity
  • Attention to detail and ability to multi-task
  • Team spirit and problem-solving abilities
  • Excellent interpersonal and communication skills
  • Remains productive when under pressure
  • Demonstrates a systematic and efficient approach to work
  • Relates and works well with people of different cultures, gender and backgrounds

How to Apply

Candidates who meet the above qualifications; please send your CV and application letter only through IRC career site:

External

https://rescue.csod.com/ux/ats/careersite/1/home/requisition/29013?c=rescue

Internal

https://rescue.csod.com/ux/ats/careersite/2/home/requisition/29013?c=rescue

Please include 3 references from current and former employers.

Applications will not be returned. IRC discourages phone calls or personal visits.

Only applicants meeting the minimum qualification will be short listed and contacted.

Female candidates are highly encouraged to apply.

Your application letter/cover letter must include the following information:

  • Name of the position you have applied for
  • Date of application
  • Summary of your qualifications and experience
  • Motivation/objective of why you have applied for the job
  • Please include at least 3 references from current and former supervisors.

Standards of Professional Conduct: 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 carries out policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

Gender Equality: We are 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

Equal Opportunity Employer: We are an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, age, marital status, veteran status, disability or any other characteristic protected by applicable law.