Warehouse Officer at International Rescue Committee (IRC)

Job Overview/Summary

The Warehouse Officer ensures the efficient and effective management of the IRC’s inventory and Asset functions in Yola office, Adamawa state.

KEY RESPONSIBILITIES:

• Be accountable for periodic cycle count as per the standard operating procedure to ensure that stock management system is adhered to by staff/storekeepers.
• Lead in conducting fiscal year end stock inventories and ensure that effective stock inventory report
• Assist programs to establish and implement a reliable stock distribution plan to avoid closed grant or expired items in the warehouses.
• Provide on-going training and support to the storekeepers in their relevant functions and reporting.
• Oversee warehouse operations ensuring proper stock-keeping records, storage conditions, security, and facility maintenance.
• Provide support to warehouse staff as required in managing and documenting the receipt, handling, storage, dispatching and reporting of goods through the IRC warehouse(s).
• Maintain records/authorizations for warehouse staff designated to receive and dispatch goods.
• Ensure warehouse and stocks are secure, well managed and documented.

Materials Receiving and Dispatch

• Receive and document materials from suppliers and other sources
• Inspect materials during receiving and update required documentation
• Liaise with the Supply Chain manager to advise Programs of potential inventory shortages and to provide update on stock levels
• Organize a cold chain system and ensure “keep-cool” items are handled appropriately
• 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

Warehouse Documentation and Controls

• 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
• 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

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.,
• Maintain and periodically service fire extinguishers

Asset and Property Management

• 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 Supply Chain Manager on 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
• Ensure proper tracking, maintenance, and recording of all IRC assets, which will lead to an accurate asset database at all times.
• Ensure that each staff member is accountable for every asset assigned to them using the Equipment Issue / Receipt forms.
• Ensure quarterly physical check of assets and submission of asset reports to Supply Chain manager for review.
• Liaise with Supply Chain Manager to recommend disposal of assets to ensure that it is reviewed and implemented annually as per IRC and donor requirements regulations.
• Ensure that an up-to-date filing system for all assets is maintained.
• Retrieve assets and reassigned at the end of employee term of service
• Assets Management:
• Ensure that an updated assets inventory sheet is maintained Daily in Adamawa.
• Ensure that all IRC assets and equipment are well-maintained
• Ensure that the movement of IRC assets is tracked and the necessary documentation is completed when an asset changes its status.
• Ensure that an up-to-date filing system for all assets is maintained.
• Review of all monthly asset Activities in Adamawa and prepare (A6 Report) before submission to the Asset Manager
• Ensuring that all assets are controlled and managed properly in accordance with IRC and donor-specific policies.
• Support the Asset manager in the coordination of Asset Disposal in line with IRC & Donor regulations and approval in Adamawa.
• Support in the retrieval of assets and reassigning at the end of the employee’s exit and the new hire.
• Facilitate Asset transfer documents in the case of movement from one location to another.
• Support the Asset manager in the case of a field visit for the Asset verification exercise quarterly.
• Support the consolidation of the list of new assets procured for insurance coverage and submit it to the Asset Manager.
• Support in the preparation of incident report forms for all damages and lost assets.
• Support in the preparation of all documents for property disposal.
• Work with the admin team in the co-management of properties at the IRC facilities

Compliance and Ethics:

• Review and provide feedback on assigned supply chain reports submitted by the country office.
• Develop and support the implementation of improvement plans.
• Implementing internal and external audit corrective action plans (CAPs)
• Promptly Inform the Supply Chain Manager of any areas of concern or potential or suspected supply chain policy violations.
• Implement discrete, time-bound Supply Chain initiatives which improve performance or compliance (i.e. implementing a post-audit corrective action plan)

Reportings

• Finalize monthly report for the expendables store, outlining all stock movements and remaining balances.
• Prepare and submit accurate inventory and Asset reports to the supervisor on time as per donor regulations for Assets.
• Support with developing and updating warehouse material distribution plans as required.

Note that this job description must remain flexible, to respond to additional tasks or changes as identified by the line manager.

Key Working Relationships:

• Position Directly Reports to:  Supply Chain Manager
• Position directly supervises:  Nil

Qualifications

• Minimum of 3 years working experience
• Diploma or Degree in  a relevant field .
• Must possess at least three (3) years’ experience in Supply Chain management
• Competency in Microsoft suites  ( Ms word, excel, PPT,outlook)
• Must have cognate skills in computer appreciation.
• MUST possess a high level of integrity and with good interpersonal skills
• Ready to work in difficult environmental conditions
• Physically mobile and able to be left 30kg without strain
• Good mathematical skills