Warehouse Officer ( Afghan Nationals Only )

Job Description

- Receive and document materials from suppliers and other sources. - Inspect materials during receiving and update required documentation. - Liaise with the Warehouse manager and Supply Chain manager to advise Programs of potential inventory shortages and to provide update on stock levels. - Organize a cold-chain system and ensure cold-chain items are handled appropriately. - Inspect materials dispatched from the main warehouse to field site warehouse and update appropriate dispatch documents. - Implement Supply Chain Standard Operating Procedures on assets and 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 requisitions and inventory management policy. - Update stock cards, bin cards, and inventory system regularly - Implement standard warehouse documentation processes such as delivery Report, Waybills, Store Release, Bin Cards, and Stock Cards - Maintain the Warehouse records (i.e. Warehouse Register) for all outgoing and incoming receipts and activities - Ensure Warehouse Authorization Schedule is up to date and is displayed in a visible place in the warehouse. - Participate in, and provide accurate reports for, year-end counts exercise. - Fully participate in periodic 20% inventory cycle-counts for all stock - Conduct periodic internal inventory checks and document all findings, discrepancies, and reconciliations. - Implement (FIFO, FEFO, LIFO) procedures for goods in the warehouse. - Ensure efficient and effective arrangement of storage facilities with appropriate layout, and with signs displayed visibly. - Assign tasks to and supervise casual laborers. - Ensure physical security of the Warehouse by restricting visitors and unauthorized persons. - Implement and ensure effective and understandable safety procedures. - Ensure the maintenance of warehouse building(s), fittings, and equipment. - Maintain and document an effective warehouse pest control program. - Maintain and periodically service fire extinguishers. - Ensure that all assets are controlled and managed properly in accordance to donor-specific polices - Implement standard IRC assets management policies and procedures. - Update appropriate Asset records, including the Asset register and produce monthly Asset reports. - Work closely with the supervisor to dispose of assets by mechanisms such as auction, transfer, and donation, in compliance with donor requirements and organizational policies. - Conduct asset inventory (physical count) during each reporting period. - Prepare updated asset list for end-of-grant report and develop running cost-analysis of assets. - Prepare and submit accurate inventory and asset reports to supervisor on time pursuant to donor requirements for assets. - Develop and update warehouse material distribution plans as required. - Liaise closely with procurement team to ensure that the Contract Management System (CMS) and Master Purchase Agreements (MPAs), Master Service Agreements (MSAs), and Simple Service Agreements (SSA) tracker are correctly updated on regular basis. - Ensure that the MPAs and MSAs tracker captures all relevant information and dates. - Ensure that all comments on delays in procurement, special procurement requirements, or other relevant information is updated onto the MPAs and MSAs tracker daily. - Communicate to all relevant staff on contracts awaiting approvals to ensure they do not get delayed in the system. - Communicate to budget holders and requestors on any expected delays. - Ensure all contract end dates and payment dates are followed up through Enterprise Resource Planning (ERP) software and necessary actions are taken. - Follow up with requesting department to ensure PRs for procurement contracts are raised on a timely manner. - Ensure MPAs and MSAs and Contracts are reviewed in terms of performance on an agreed time schedule. - Ensure that all respective documents are in place in the MPAs and MSAs folders. - Ensure all contractual documentation in use is the authorized and latest version. - Conducted market assessments for ongoing MPAs and MSAs as per policies and procedures /contract terms. - Within the terms of the MPAs and MSAs, monitor KPI’s, develop and maintain the feedback reporting systems. - Provide input for SLA’s and KPI’s for contracts and MPA and MSA’s.

Qualifications

- Bachelor’s degree in relevant area (procurement, logistics, or administration). - At least 2-3 years of relevant work experience in areas such as procurement, logistics, office/business administration in humanitarian and development sectors. - Basic technical knowledge in an area of Humanitarian Procurement and Logistics; (e.g., Economic Wellbeing, Education, Health, Empowerment, and Safety etc.). - At least 2 years proven contract management and staff management experience. - Proven ability to develop staff and provide training on systems and procedures. - Committed team player and ability to work within a multicultural team. - Ability to understand and implement organizational and donor policies. - Strong computer skills in Microsoft packages, including Excel, Word, and Outlook (particular emphasis on Excel). - Ability to manage and prioritize a varied workload in a dynamic work environment. - A flexible approach to work & willingness to take on extra duties, work additional hours or on weekends as required. - Excellent attention to detail. - Trustworthy and honest; and - Professional ability to write, speak and work in English, Pashto, and Dari. - Expert knowledge of technical regulations related to humanitarian procurement/ supply chain. - Strong capacity to manage time and competing priorities. - Excellent organizational, analytical, oral, and written communications skills in English, Pashto, and Dari - Very good understanding of MS office applications and any other Logistics ERP systems. - Positive attitude with demonstration of leadership role model. - Flexible and adaptable to the context and driver to achieve result.