Senior Supply Chain Officer – Warehouse

Job Description

Job Description Job Title: Senior Supply Chain Officer – Warehouse Band/ Level / Grade: 8A Department: Operations/Supply Chain Location: Yemen | Aden

BACKGROUND: The International Rescue Committee (IRC) responds to the world’s worst humanitariancrises 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 project 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 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.

Job overview The Senior SC Officer Warehouse as an integral member of the Supply Chain Department holds primary responsibility for inventory, asset, and property and warehouse management of pharma and Non pharma. The role holder will be responsible for all aspects of the IRC policies related to warehouse operations, including but not limited to receiving, storage, inventory control, Quality Assurance, Space management, selecting, loading, and dispatch of goods (Pharma and Non-pharma) besides being accountable for maintaining the safety and security of the workplace. They coordinate operations with 3rd-party loading services and ensure customer support through accurate, on-time shipments. They are also responsible for planning, organizing, leading, and directing the activities of warehouse personnel.

Job overview/Summary: To Run all warehouse activities for Aden pharmaceutical and non-pharmaceutical warehouses. The post holder will report regularly to line Supply Chain Manager in Aden to ensure effective and efficient stock management and delivery in accordance with IRC Policy and procedures or as directed by the Supply Chain Manager/Supply Chain Coordinator.

Major Responsibilities: The Senior Warehouse Officer is an integral member of the Supply Chain Department and holds primary responsibility for inventory, asset, and property and warehouse management. The role holder will be responsible for implementing the IRC inventory policies with regard to all project items including cycle count, reporting discrepancies, pharmaceutical quality assurance as well as cold chain policies where applicable.

Key responsibilities: A. 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. - Develop a Max-Min inventory system for commodities in collaboration with Supply Manager and Country Pharmacist to avoid sudden stock out. - 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),Closed and near closing Grant Inventory - Organize the replenishment of stock items as need arises based on an approved purchase requisition.

B. Warehouse Documentation You will ensure: - 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 upon IRC SOPs - Warehouse activity book recording (i.e. Warehouse Register) for all outgoing and incoming receipts and activities maintained - That Warehouse Authorization Schedule is up to date and implemented.

C. Warehouse Controls You will make sure: - 20% inventory cycle count for all stock is conducted quarterly or as per IRC Inventory management SOPs. - End-of-Grant Count for all grants ending in three months' time 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 and labelled 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. - That Year-end inventory counts exercise is conducted and provide accurate reports.

D. 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.

E. Asset and Property - 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 supervisor to dispose assets including 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.

F. 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 (Adjust in and Out) an Inventory Adjustment Journal 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

G. Reporting The position holder will: - Prepare and submit accurate inventory and Asset reports to supervisor on time as per donor regulations for Asset. - Support with developing and updating of warehouse material distribution plans as required.

H. Legal and Compliance - Identify, document and timely report any IRC Inventory management deviations following the mechanism in place for appropriate follow up. - Ensure all staff (international and national) are familiar and comply fully with the IRC Way policies. - Implement and sustain segregation duties in Inventory and asset management and other related functions. - Review and provide feedback on assigned supply chain reports submitted by country offices. - Develop and support implementation of improvement plans. - Promptly Inform the Supply Chain coordinator/Deputy Director for Operations and/or County Director any areas of concern or potential or suspected supply chain policy violations. - Provide constructive support to other functions to ensure effective, compliance to policies & procedures. - Implement discrete, time-bound Inventory and asset management initiatives which improve performance or compliance (i.e. implementing post-audit corrective action plan);

I. Staff Management and Development: - Support recruitment of Warehouse staff (written tests and interviews) through the effective utilization of the IRC supply chain competency matrix. - Ensure each team members' objectives are set following the organizational unit visions as well as operations context(s). - Provide face to face and remote orientation to newly hired warehouse staff in Yemen Country Program. - Assess supply chain staff competency and training gaps and develop appropriate intervention programs. - Deliver Training and Professional development programs. - Coordinate training and maintain training records.

Key Working Relationships: Position directly supervises: Officers. Other Internal and/or external contacts: - Internal: Regular relationships with program staff, Operations and country Supply Chain staff at all levels, - External: Vendors.

Qualifications

Qualifications: Personal Characteristics: - Strong sense of personal integrity. - Attention to detail. - Strong supervisory skills. - Ability to multi-task. - Team spirit and problem-solving abilities. Excellent interpersonal and communication skills - Remains productive when under pressure - Demonstrates a systematic and efficient approach to work. - Relates and works well with people of different cultures, gender and backgrounds.

Job Requirements: - Minimum two years' work experience in a warehouse supervisory capacity - Knowledge of generic warehouse management systems and forms - Competent in spoken and written English - Good mathematical skills. - Competent with using computers, especially Microsoft Office Word and Excel spreadsheets and Outlook.

IRC Professional Standards: The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, Accountability and Equity. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity Anti-Retaliation and Combating Trafficking in Persons.

IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.