About the Ethiopian Red Cross Society
The Ethiopian Red Cross Society (ERCS) was established in 1935 and is one of the oldest and largest humanitarian organizations in Ethiopia. ERCS provides services to communities affected by natural and manmade disasters through the provision of emergency responses, ambulance and first aid, family reunification, essential drugs, water and sanitation, and other humanitarian services. ERCS also runs disaster risk reduction programs with the aim of creating resilience households and communities. Currently the ERCS has a structure consisting of 15 Regional Offices, Zonal Branches and District/Woreda Branches, Woreda Red Cross Committee and Kebele Red Cross committees.
ERCS also runs disaster risk reduction programs relating to food security, climate change adaptation, livelihood diversification, and institutional capacity building interventions, with the aim of creating resilience households and communities. ERCS works in partnership with the Ethiopian Government, International Federation of the Red Cross and Red Crescent (IFRC), International Committee of the Red Cross (ICRC), partnering National Societies, members, volunteers and the communities we serve.
1.Details of the vacant position
- Work Unit: Warehouse and Property administration division
- Reports to: Humanitarian supply chain department Director
- Terms of employment: Permanent after probation period
- Place of Work: Addis Ababa
- Salary: 79,474.00 Birr
JOB SUMMARY
The Warehouse and Property Administration Division manager manages warehouse facilities and property assets efficiently. It oversees warehousing and property administration, including inspection, inventory management, and policy implementation, while optimizing space and ensuring regulatory compliance. The division supervises property upkeep, maintains essential documents, and ensures precise tracking of fixed assets through identification, registration, and coding. The warehouse and property administration division manager also prioritizes workforce development and capacity building, ensuring that staff members are equipped with the necessary skills and knowledge to perform their roles effectively. This includes providing ongoing training in inventory management, property administration, and the use of advanced digital tools to enhance operational efficiency. By fostering a culture of professionalism and accountability, the division manager ensures that employees adhere to best practices and maintain high standards in their day-to-day responsibilities.
KEY PERFORMANCE AREAS
- Plans, coordinates, directs, and supervises the Warehouse House and property administration activities of the Society;
- Develop and employ a systematic mechanism to exercise efficient inspection operations on incoming items and supplies to ensure the overall quality of same;
- Plays an active role in the development or revision of warehouse and property administration policy, guidelines and procedures such as inventory management, property admin, leases, insurance and others as needed.
- Reorganizes stores for efficient arrangement of stock and determines the optimum utilization of available space;
- Evaluates the effectiveness of the property administration systems used in the Society and initiates necessary improvements as appropriate;
- Checks that the distribution of property items is carried out by pertinent policies and procedures of the Society;
- Ensures that goods in the store are orderly arranged, shelved, and organized to protect against spoilage, damage, and theft;
- Ensure that all important documents related to warehouse operations and property administration including contract agreements, correspondences are kept appropriately;
- Ascertains that incoming store items of the Society are properly inspected, counted, measured, and registered;
- Ensure that warehouse equipment and facilities are properly functions, well-maintained and repaired as needed.
- Oversees the maintenance and management of company-owned or leased properties means supervising and ensuring the proper upkeep and operational management of buildings and facilities owned or rented by the national society.
- Develop budgets for property maintenance, and other related expenses means creating and overseeing financial plans that allocate funds for maintaining and repairing properties, including tracking of properties, ensuring adherence to the budget, and making adjustments as needed to stay within financial constraints.
- Ensure compliance with property-related regulations, including health, safety, and environmental standards.
- Follows up proper maintenance and insurance coverage of the Society’s buildings, equipment, and other fixed assets to have an efficient service in place
- Arrange adequate warehouses for arriving relief goods, and facilitate prepositioning and distribution of the same;
- Ensure that the office furniture and equipment inventory, as well as the Society’s list of property, is regularly updated and monitored, with accurate registration maintained for all items
- Devises and implements efficient classification and codification systems for both store items and fixed assets, ensuring that all items are properly tagged, codified, and tracked.
- Develops and employs a systematic mechanism to exercise efficient inspection operations on incoming items and supplies so as to ensure overall quality of same;
- Reorganizes stores for efficient stock arrangement and space utilization, determines and maintains optimum stock levels, and conducts inventories of fixed and current assets while ensuring each asset is properly registered and assigned to a specific user for effective management and accountability.
- Ensures proper arrangement of transport facilities on a sustainable manner for a timely distribution of relief goods and other requested purposes;
- Studies and develops policies and procedures to guide the Society’s property administration, materials stocking, and distribution for approval and coordinates their proper implementation at all levels of the Society;
- Devises efficient classification and codification of store items are properly codified, tagged and tracked.
- Manage and monitor the unit’s operations regularly and provide periodic reports on the work unit performance according to the established reporting framework.
- Develops and employs upon approval a systematic mechanism to exercise efficient inspection operations on incoming stocks and supplies to ensure quality as per user work units’ demand;
- Participating in the recruitment process of subordinates means being engaged in testing, interviewing, and integrating new team members to ensure they are well-suited for their roles and can contribute effectively to the team and organization.
- Studies and determines the minimum and maximum stock level, safety stock level, and effectively coordinates procurement, storing supply of stocks and materials to work units and branch offices
- Conducts performance appraisal of subordinates in accordance with the Society’s performance system in place, recommends appropriate training, and coaches them to fill the gap;
- Continuously assesses and evaluates the effectiveness of the warehouse, inventory management, and fixed assets handling systems of the Society and institutes better-automated systems to ensure efficient inventory and fixed asset management, stocking, and dispatch of relief items to the distribution areas.
- Studies devise and introduce efficient ways of providing office, stock, and office supply services to the National headquarters’ work units and regional branches and continuously look for ways of improving user satisfaction levels;
- Responsible for identifying disposable items, overseeing the disposal of fixed assets, and ensuring that the process is conducted following organizational policies and regulations.
- Evaluate assets for disposal, coordinate with relevant work units to ensure proper documentation, manage the sale or removal of assets, and ensure that all activities are documented accurately to optimize asset management and recover maximum value.