Storekeeper Assistant- Afghan Nationals only

Job Description

Major duties and responsibilities

- Understand, implement and/or maintain standard IRC inventory management policies and procedures. - Receiving and verifying the accuracy of incoming and outgoing shipments that includes medicine, pharmaceuticals, NFI and other food items. - Sorting, placing, and putting away the goods in the appropriate place in the warehouse according to each donor and grants coding. - Prepare appropriate documentation for shipment of goods moving from one location to another and update warehouse documents and records. - Oversee truck loading operations to ensure all policies and procedures are followed accordingly. - Maintains accurate inventory records through the use of a computerized inventory system - Manage and document the receipt, handling, storage, release and reporting of goods through the IRC warehouse(s). - Manage casual laborers in the warehouse while handling goods or relocating - Ensure the maintenance of warehouse building(s), fittings, and equipment on a regular basis - Implement and ensure clear safety procedures. - Implement and ensure clear loading/unloading procedures, correct stacking, and turnover (FIFO) and (FEFO) procedures. - Be able to make and handle the delivery of cargos and other national and international shipments. - Advise the field coordinator of warehouse-specific issues or improvements - Maintain the Warehouse activity book recording all outgoing and incoming receipts and activities. - Liaise with SC Assistant/Manager, Storekeeper for the receipt of Goods, Supplies and equipment through proper documentation such as receipt of approved PR, Purchase Order, Invoice, and delivery report. - Tag and record all the items received in Asset’s database before issuing them to requesting unit and coordinate well with Storekeeper and Kabul.

Warehouse and Inventory:

- Monitor security of IRC’s storage and supplies. - Receive completed store’s request forms and prepare the goods for issuance through store release order. - Ensure goods, equipment is signed for received on the request form (office expendables) or waybill (all other items). - Prepare a monthly report for the expendables store outlining all stock movements and remaining balances. - Receipt, count, place and record all medicine, pharmaceuticals, NFI and other food items at the time of receipt and deliveries. - On a monthly basis, work with the Logistics, Medical Logistics Officer, and Storekeeper to reconcile the Warehouse register in the Asset tracking sheet, equipment issue forms and supplies receipt and release - Update the stock record cards regularly. - Conduct routine inventory inspection and submit report to Storekeeper in a timely manner. - Conduct Regular Warehouse inspection for pests, insects, and rodents’ control, take necessary action for any foreseen situations. - Conduct regular 20% cycle count and spot check in line with IRC policy and procedure - Monitor the needed Items stock replenishment mechanism. - Follow up on In Kind Donations (IKD) on Transfer or disposal of an assets, medicine, medical supplies, and other goods as per IRC asset management policies and procedures. - Provide and assist the Storekeeper on required list of drugs, NFI, Pharmaceuticals and other food items - Ensure warehouse goods and equipment are properly handled with BIN, Stock cards and updates are tracked on a regular basis. - Manage the close expiry products and inform Storekeeper at least 8 months in advance for an immediate decision making. - To coordinate with Storekeeper for the safe disposal of expired or disposed materials and maintain the approval and records in proper filing. - To ensure all assets, inventory and warehouse data backup system. This includes scan of documents as digitalized with proper file name and date and both soft and hard copies are backed up monthly and submitted to Storekeeper. - Any other duties and tasks assigned by supervisor.

Policy Compliance:

Ensure all warehouse management policy, pharmaceutical management Standard Operating Procedures (SOPs) are respected and compliant with IRC Global standards and protocols.

- Ensures IRC and donors guidelines, SOPs and policies are always followed (Procurement of medicine and pharmaceutical specification in coordination with SC, distribution environmental safety guidelines in drug management) - Maintain regular meeting and discussion with stock replenishment and other risks observed are reported on time for corrective measures.

Transportation:

- Facilitate an efficient coordination for the receiving of goods from the supplier in close coordination with Storekeeper, Medical Logistics Officer and Logistics Team Kabul. - Facilitate in-country transport of procured items – among IRC bases and to project staff/partners. - Supervise and maintain relationships with transporters.

Documentation:

- Ensure that documentation is regularly sent to the final storage location and that necessary documentation is ready to move should an evacuation be needed. - Maintain Waybills and Receipts of goods in support of Contribution in Kind (CIK) documentation. - Ensure IRC’s partners’ related documentation is maintained including asset tracking, medicine consumption/receipt and Right of Use agreements etc.

Communication:

- Maintain a transparent, honest, and supportive communication structure with colleagues to ensure they are kept informed of applicable logistical activities and requirements.

- Develop and maintain positive relationships with suppliers and organization staff. - No sign of rodents, insects, cracks, moisture, or dump are visible that can damage the commodities.

Staff Management:

- To provide day to day orientation, capacity building to labours, daily waged and those handling commodities inside the warehouse and develop capacity building planning.

Qualifications

- 12 Grade and/ or having Bachelor’s Degree in in pharmacy/drug management or similar fields is given preference - At least 2-3 years progressive experience in managing logistics in an emergency, managing warehouse/pharmaceutical, and medicine with UN-INGOs and any other Intl humanitarian organizations. - Experience working with donors including USAID, OFDA, BPRM, UNHCR, DFID, ECHO, SIDA, SV, EU/EC and Knowledge of specific donor guidelines. - Field experience of managing a large multi-site Medical Supply Chain Operation and international work experience in multiple countries are preferable - Solid knowledge and understanding of practical Emergency and Medical Supply Chain procedures and maintaining supply pipelines in areas with weak infrastructure. - Experience in mitigating risk of fraud - Strong organizational, interpersonal and communication skills. - Strong analytical skills and computer competency with word processing, spreadsheets, databases, and other IT skills. - Possess leadership qualities and willing to exercise initiative. - Strong work ethic and pro-active problem solver. - Willingness to participate, contribute and lead the team under challenging working and living conditions. - Spoken and written English fluency preferably with command of Pashto and Dari.