BACKGROUND: 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, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

The IRC Yemen began its programs in October 2012. Since establishing its presence in the South of Yemen, in the Red Sea Coastal city of Aden, the organization has grown from just an implementing small projects to handling large scale emergency and relief operations. Following the war which broke out in Yemen in March of 2015 and the humanitarian disaster, which was crafted by the same, IRC launched one an emergency response program in the southern governorates of Aden, Lahj, Abyan, Shabwah and Aldalea. Currently IRC Yemen is operating in eight governorates in the south and north of Yemen and Sana’a and Hodeidah in the North through direct programming and through local partnerships, in Health, WASH, Nutrition, Economic Recovery Development, Education, Child Protection, Gender and Women Protection and Empowerment.

SCOPE OF WORK: The Admin and Warehouse Officer is an essential position to the success and delivery of quality programs in the North Yemen Program. The position holder will equally support both Sana’a and Hodeida offices in ensuring that the various supply chain functions are performed as per IRC standard.

JOB SUMMARY: IRC defines Supply Chain as those systems and functions necessary to implement programs effectively, inclusive of planning, procurement, logistics, inventory management, property and asset management as well as vehicle and fleet management.

Under the direct supervision of the Field Manager, the Admin and Warehouse Officer is responsible for supporting the Supply Chain and Admin functions to ensure efficient warehouse and Administration management in Sana’a and Hodeida offices.

SUPPORTING FIELD LOCATIONS:

The position will be based in Sana’a with support to Hodeida field office.

WORKING RELATIONS:

- Position Reports to: Senior Field Manager

- Position directly supervises: Sana’a Cleaners/Cooks

- Internal: Regular relationships with program staff, HR/Admin Manager, Supply Chain Coordinator, Sr Field Manager, HoO, Liaison Team and country Supply Chain staff at all levels,

- External: Vendors and service providers.

MAIN RESPONSIBILITIES:

1. Warehouse Documentation

You will ensure that:

- 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

- Warehouse Authorization Schedule is up to date and implemented

2. Materials Receiving and Dispatch

You will:

- 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

- 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 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

3. Warehouse Controls

You will make sure:

- 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’s is done

4. Warehouse Safety and Security

You will:

- 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

Integra (IRC ERP) related responsibilities

Inventory Management

- Create and print Counting Journal for Annual and End-of-Grant Count

- With support from other departments, Perform Physical Inventory Count

- Record and post Counting Results

- Create Counting Journal – 20% Count on quarterly basis and liaise with SC Coordinator for selection of items to be counted

- Generate On-hand Inventory list and share with program/Requesters

- Create and post an Inventory Adjustment Journal (Adjust In and Out) to record inventory discrepancies (Damaged, expired, found etc)

- Create and Post an Inventory Adjustment Journal for vendor samples acquired through the RFP / RFQ process.

Product Receipt and Dispatch

- Generate Receipts List

- Liaise with requester/program to complete Quality Order after Inspection

- Enter Product Receipt and Registration

- Receive CIK Stock Items into Inventory using movement journals

- Receive Picking List from program, and prepare and post packing slip

- Perform “Marking” for an Item Requirement Line i.e Linking/matching of a new inventory transaction with the cost price used in a previous transaction. Required for item requirement lines that were generated as a result of an inventory quantity increase via a method other than receipt on a PO

Inventory Transfer and Returns

- Create Transfer Order to Transfer Product between Warehouses

- Receive Product on a Transfer Order

- Transfer Inventory from Location to Location (within the same IRC warehouse)

- Transfer Inventory from Project to Project.

- Dispatch Items to Return to Vendor

- Return Beneficiary Items to IRC Warehouse

- Reserve or Unreserve Quantity of Product in a Project before transfer

Administration

- Focal point with UNHAS travels processing all requested bookings in a timely manner ensuring accurate documentation and obtaining prior travel approvals.

- Arrangement of staff transit in UNHAS hubs Jordan, Djibouti, Ethiopia) ensuring timely processing of hotel reservations and related airport pick up and drop off.

- Processing monthly payment reconciliation for the UNHAS, hotel, and travel service providers ensuring preparation of supporting documents as per IRC standards.

- Focal point for all travel enquiries and assisting and providing guidance to all IRC staff (national and international) in planning their travel.

- Arrangement with Regional Office admin and/or travel agency and the Global travel agencies concerning issuance of International flight tickets for IRC staff ensuring issuing the most cost effective tickets.

- Pre-arrival/departure arrangements ensuring timely arrangements of each booking including updating travelers about their booking status, following up and sharing confirmed tickets, providing required pre- arrival guidelines and documents, and communicating UNHAS flight time to travelers and Travel Team.

- Maintaining and continuously updating Travel Arrangements Tracker.

- Updating and timely submission of UNHAS APL.

- Conducting induction related to administrative matters for all new staff.

- Ensuring adherence to IRC policies in performing all concerned tasks.

- Accurate filing of administration documents

- Reporting all administration activities on a weekly and monthly basis.

5. Compliance and Ethics

- Provide consistent and constructive support to other departments to ensure compliance with policies and procedures.

- Implement internal and external audit corrective action plans (CAPs) if any

This job description is not exhaustive and additional tasks in the remit of the role may be added / removed according to operational changes.

Qualifications

REQUIREMENTS: (Qualifications, Skills, and Abilities)

A. Education: Education: College degree or equivalent in Supply Chain Management, Logistics, Business Administration or related field

B. Experience:

2 years of work experience in supply chain or administration, humanitarian experience preferred.

C. Skills and Abilities:

Job Requirements:

- Knowledge of generic warehouse management systems and forms - Physically mobile, able to lift 30kg without strain. - Competent in spoken and written English - Good mathematical skills. - Competent use of ERP system.

· Demonstrated success as a warehouse or Admin leader within supply chain and Admin including planning, Travels and logistics.

· Good collaborator and influencer with effective interpersonal and analytical skills who can work seamlessly across cultures, organizational units and suppliers.

· Good analytical and negotiation skills.

· Strong time management, organizational, interpersonal and communication skills.

· Possess leadership qualities and willing to exercise initiative.

· Willingness to participate and contribute as a team member, under challenging working conditions.

D. Proficiencies:

- Active listening and effective communication. - Critical thinking and problem solving. - Professionalism and work ethic. - Receptive and Resilient. - Positive Interpersonal interactions

Apply now

Added 1 year ago - Updated 1 year ago - Source: rescue.org