Logistics Assistant Warehouse and Asset

Job Description

The Organisation

 Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.

 We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.

 Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

 We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

 We have been building powerful partnerships for children for over 85 years, and are now active in more than 80 countries.

ROLE PURPOSE

The post holder is responsible for all warehouse operations activities including receipt, storage, control and issuance of supplies and equipment;  receives deliveries, coordinating stock, documenting warehouse transactions, maintaining records and overseeing storage of fixed assets records property of the PA; responsible for inventory maintenance for ER programs and does related work as required. He/She is responsible in storing, releasing, compiles records of the supply in construction and other program activities. Verifies that supplies received are listed on requisitions and invoices. The post holder also plans, organizes and controls stores /stocks in a professional manner ensuring prompt, efficient and quality service to the concerned units including but not limited to ordering, receiving, storing, issuing and securing food and non food items as per the location requirements, contractual specifications and in line with store and fixed assets  management instructions.

Accountabilities

• Maintains records of all incoming and outgoing deliveries of requested materials.
• Receives, stores, tags and tracks surplus property; prepares inventory lists for items to be disposed.
• Receives and stores documents; maintains record of approved basic store documents.
• Handles and documents storage and transportation of food items.
• Maintains the warehouse, records area and stores area in a neat and orderly manner.
• Ensures questions regarding procedures and resolves discrepancies regarding receipts, deliveries, warranties, repairs and surplus property.

• Receive and properly stock any purchased and supplied items in a way that suits proper material management.
• Update the stock records timely, and prepare issue vouchers & submit timely to Supply Chain officer while issuing of items is made.

• Ensure that storage areas, facilities and equipment’s meet the minimum requirements and standards.
• Control incoming supplies by checking brand, quality and quantity of good received against the actual order.   Follow PIE’s receiving procedures strictly while receiving the deliveries. Reject any unacceptable food or products and inform immediate supervisor accordingly.
• Store perishable items immediately upon delivery and all other items as soon as possible.
• Ensure the accuracy of data inputs while using computer software for stores management.
• Advise logistics coordinator about slow moving/non-moving items, excess stock and potential spoilage.
• Keep store keys at safe places after closing hours.
• Ensure all store transactions are carried out in compliance with the store and fixed assets guidelines.
• Ensure that all accidents, fire, loss, theft and damages are reported to Supply Chain officer and Supply chain Coordinator.
• Ensure proper usage and maintenance of all equipment in stores.
• Ensure that procedures, instructions and policies given by the Supply Chain officer and Supply Chain Coordinator are clearly understood and implemented and monitored in the area of responsibility.
• Inspect, receive and keep all materials and inputs supplied to the office, and issuing GRN after recording all the necessary records.
• Keep and update all the necessary records for items supplied to the field office.
• Record and issue GRN for all items supplied to store, and issues materials issue vouchers for all items taken out by properly recording & maintenance of all the required information and signatories.
• Distribute timely completed regular store vouchers to logistics coordinator, and properly maintain completed pads of any GRN and Issue vouchers.

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI)

• Understand and put into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC).
• Ensure that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in day to day work.
• Ensure that Plan Ethiopia contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.

Plan International’s Values in Practice

We are open and accountable

• Promotes a culture of openness and transparency, including with sponsors and donors.
• Holds self and others accountable to achieve the highest standards of integrity.
• Consistent and fair in the treatment of people.
• Open about mistakes and keen to learn from them.
• Accountable for ensuring we are a safe organisation for all children, girls & young people

We strive for lasting impact

• Articulates a clear purpose for staff and sets high expectations.
• Creates a climate of continuous improvement, open to challenge and new ideas.
• Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
• Evidence-based and evaluates effectiveness.

We work well together

• Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
• Builds constructive relationships across Plan International to support our shared goals.
• Develops trusting and ‘win-win’ relationships with funders, partners and communities.
• Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

• We empower our staff to give their best and develop their potential
• We respect all people, appreciate differences and challenge equality in our programs and our workplace
• We support children, girls and young people to increase their confidence and to change their own lives.

Job Requirement

Educational Qualification and Experience

• Diploma holder in Business Administration, Purchasing & Supplies Management and/or other related discipline.
• Minimum of 3 years of relevant experience.
• At least two years of experience in storekeeping, warehousing, stock control or related work in INGO.

Knowledge

Excellent knowledge of MS-Office software suite.

• Ability to solve problems, take initiative and plan the tasks
• Flexibility with time to work extra hours when the project requires

Skills Specific to the Post

• Must have knowledge and experience in storekeeping.
• Knowledge in basic bookkeeping.
• Must be keen to details.
• Must have strong built to carry supplies.
• Strong human relations skill.
• Strong communication skill.
• Good team building and motivational skills.
• Must be able to perform physical activities such as, but not limited to, lifting (up to 50kg. unassisted), bending, standing, climbing or walking on a consistent basis.

 Competencies and values

• Ability to organize own work and a high value for time management.
• Value and teamwork oriented HIV/AIDS and gender sensitive.
• Working with a minimum level of supervision
• Honest and trustworthy