Warehouse Officer (Position 1)
ROLE PURPOSE:
The Post holder will be tasked for proper warehouse management, receiving stocks and updating warehouse documents. Additionally, the position also responsible for mobilizing stocks from SWAN central warehouse to each intervention woredas members’ warehouses; communicate transporter and SWAN members’ supply Chain focal points ahead of time to ensure planned and timely stocks dispatch to each distribution centres.
Also he/she will be tasked for the execution and management of SWAN central warehouse and store’s inventory transactions including receiving, storing, despatching, reporting and stock management. The post holder is also accountable for the tracking movement of all equipment and supplies stored in SWAN central warehouse and distributed to respective SWAN members’ intervention sites and other planned locations.
Work Location: one Positions based in- Addis Ababa
SCOPE OF ROLE:
Reports to: SWAN Consortium Manager and functionally to the SWAN Consortium Lead.
Dimensions: SWAN works in four regions in Ethiopia.
Number of direct reports: Warehouse Assistant as necessary.
KEY AREAS OF ACCOUNTABILITY:
· Establish detailed mapping of available storage facilities and ensure that up-to-date stock records for each area/facility of SWAN member organizations. This includes bin cards, stock cards, spread sheets etc
· Responsible for warehousing as well as tracking movement of all equipment and supplies stored in Addis Ababa SWAN central warehouse and distributed to respective SWAN field locations.
· Execute the movement of stocks resources from the SWAN cereal WH, consortium members’ Donor’s warehouse to the intended beneficiaries, and monitor the volume of cargo despatched to the different project sites and inform to his/her immediate supervisor.
· Work in close corporation with the members’ supply chain focal points, to coordinate transportation of resources through facilitating rental trucking and light vehicle as per each members’ transport contract agreements.
· Prepare and submit reports on actual stocks, expected arrivals, planned deliveries and all relevant information on warehouse stocks and inventories on a monthly basis to the Warehouse Services & commodity manager.
· Work closely with the consortium supply chain manager for proper warehouse management such as physical condition of the warehouse, cleanliness of the warehouse, security and safety of the warehouses, availability of space for commodity receiving, availability of necessary warehouse equipment, and availability of Daily labourers.
· Ensure the portal system software application is update with all transaction and balances are matching with the manual system documentations.
· Ensure that Backlogs of transactions in the portal system are not in place and updated.
· Making sure that reporting to immediate supervisor and/or CO IT focal person if any complications will be observed with regard to the portal system application.
Communicate and closely working with the supply chain focal points of each consortium member
· organizations.
· Ensure compiling and submission of warehouse reports as per the standard formats and based on the regular schedule.
· Responsible to make sure that all soft and hard documents of the warehouse transactions are ready and available upon auditors’ request.
· Ensure distribution plans are in place and submitted ahead of time before the actual date of requests for dispatching will be submitted by the program units or departments.
· Ensure all dispatched stocks to fields are delivered to the warehouse or focal persons at field level through the signed-off waybills or any documents confirm receiving of dispatched stocks.
· Prepare and facilitate payments related to loading and offloading of stocks at SWAN central warehouse and other related payments to the central warehouse.
· Responsible for receiving of stocks from SWAN members’ warehouses on the incoming waybill and, stocks dispatching to members’ distribution locations based on the communicated distribution plans.
· Update warehouse documents such as Ledger and Stack cards right after any commodity transaction and make sure that they are reconciled with the source documents like receipt and dispatch Waybill
· Keep and file all the necessary warehouse documents (incoming and outgoing waybills, loss approval, loss disposal and so on) properly and adhere with the pre-determined reporting deadlines to submit all required reports showing field locations stock movement transactions .
· In consultation with the consortium supply chain manager, the incumbent is responsible for proper handling of damaged commodity, loss handling and loss reporting within 72 hours.
· Communicate the transporter ahead of time and share the approved dispatch and distribution plan to ensure timely commodity dispatch to the mini-stores.
· Receiving the stocks at central warehouse and under take proper checking of both quality and quantity of stocks against the approved dispatching documents and the incoming waybills.
· Update Ledger and stack card right after receipt of the stocks.
· Take part on distribution activities and give support to Food Distributers until end of the distribution process.
· Be responsible to hold SWAN central warehouse Key, and ensure the stocks are safe and secured.
· Returning back the undistributed balance to the woreda warehouse within 2 days by fulfilling required procedure and documentation.
· Ensure SWAN central warehouse is clean, free from Non Food Items and infestation. On top ensure that proper stacking, usage of plastic sheet, proper spacing, and physical inventory are practiced.
· Ensure stocks not stayed long outstanding in the central Warehouse, and report based on regular reports.
· Ensure that all stock movements are properly done using standard warehouse formats.
· Conduct periodic physical inventory of stocks submit report with explanation for the discrepancies;
· Implement stock management system that will track all goods in storage, their location, intended destination, and liaise with concerned consortium supply chain focal points.
· Provide weekly and monthly updates on actual stock levels, ensure the plan for expected arrivals and planned deliveries and all other relevant information on warehouse activities Consortium supply chain manager and other staff as needed.
· Perform additional tasks will be given by his/her immediate supervisor as required.
Audit function
· Have up to date inventory records to ensure smooth auditing processes;
· Support in ensuring that audit recommendations (internal and external) are implemented
Staff Management
· Work closely with the consortium unit’s team to ensure that the overall central warehouse processes and procedure is understood and adhered.
Ensure personal development plan is in place and implementation. Though participating in different capacity building opportunities.
BEHAVIOURS (Values in Practice)
Accountability:
· holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
· Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
· sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
· widely shares their personal vision for Save the Children, engages and motivates others
· Future orientated, thinks strategically and on a global scale.
Collaboration:
· builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
· values diversity, sees it as a source of competitive strength
· Approachable, good listener, easy to talk to.
Creativity:
· develops and encourages new and innovative solutions
· Willing to take disciplined risks.
Integrity:
· honest, encourages openness and transparency; demonstrates highest levels of integrity
In order to be successful you will bring/have:
· Diploma in accounting or supplies management with three years related experience
· Experience in Data processing through IT software system applications
· Good written and spoken English knowledge
· A good team player
· Commitment to and understanding of Save the children’s aims, values and principles
· A commitment to children’s rights and principles of equal opportunity.
· Commitment to Save the Children values.
· A high level of computer literacy (word, excel, ppt etc)
We offer a competitive package in the context of the sector
This role is offered on the basis of national terms and conditions only.
The Organisation
We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard.
We are working towards three breakthroughs in how the world treats children by 2030:
We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children. We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive environment where ambition, creativity, and integrity are highly valued.