Supply Chain Assistant -Warehouse
Job Description
Reporting to the Supply Chain Officer
you are required to provide all necessary Supply chain supports to the field
project activities in the Kenya program and proceed with maximum efficiency
while adhering to IRC’s Supply chain procedures.
Overall Responsibilities
The Supply Chain Assistant will work
under the supervision of the Supply Chain Officer and should be a strong team
member who can assist in the continued development of the Supply Chain team and
contribute to the further effective running of IRC activities in Nairobi.
She/he will be based in Nairobi and will be responsible for the effective
management of the warehouse staff and assets. The Supply Chain Assistant is a
key position within Supply Chain and carries responsibility for the integrity
of the IRC’s Supply Chain system. Supply Chain must be able to rapidly response
to the programs and operation’s needs, whilst ensuring best practices and
maintaining audit-compliant records. Specific responsibilities include.
Administrative
Roles.
Manage all staff employed in the
Supply Chain Warehouse and Assets Department supporting operations for Kenya
Program by assigning of duties through Delegation, monitoring the performance
and regularly evaluating staff directly supervised by him /her.
Ensure there is an adequate and neatly
organized filling system for waybills, inventory records, assets database,
properties, and other relevant supply chain records.
Supply
Chain Activities.
To
ensure all Supply Chain activities are carried out to a satisfactory standard.
To ensure that the necessary Warehouse
and Assets activities are affected for all projects.
To familiarize yourself with the IRC
Global Supply Chain Manual for warehouse and Assets and comply with the
policies outlined in the Manual in terms of the documentation, policies, and
procedures.
To complete required reports and
submit weekly and monthly logistic reports in good time to the Supply Chain
Officer.
Warehousing.
Ensure that all the warehouses are
well maintained.
Ensure that updating stock records is
done daily on the Integra system, Bin cards and stock cards.
Ensure close follow up on cool boxes,
mail bags, assets for repairs from field sites and are shipped back to ensure
efficiency in the continuity of program activities.
Make sure that you generate delivery
report/Good received Notes/product receipts form for all the items that are
locally delivered.
Proper management of stock by applying
the FEFO and FIFO rule.
Proper management of the cold chain
supplies
Ensure that all stores’ procedures are
followed by all staff.
Ensure that there is Controlled access
to all IRC stores and ensure that stores premises are secure.
Ensure that the filing system for
stores is well maintained.
Ensure that an efficient storage and
inventory system is maintained.
Prepare and review monthly inventory
reports.
Ensure that an update office,
residence, and stores inventory is done monthly.
Ensure that all Logistics Policies and
Procedures are followed and adhered to in all transactions.
Carry out periodic training reviews
with all logistics staff.
Assets and Equipment Management.
Ensure that an updated asset register
and properties are maintained monthly.
Ensure that the updated assets
inventory sheets and Integra are well maintained.
Ensure that all IRC assets and
equipment are well maintained.
Ensure that all assets that are
allocated to individuals are signed off equipment issue form.
Ensure that all IRC premises are well
maintained.
Ensure that the movement of IRC assets
is tracked, and the necessary documentation is done when an asset changes its
status.
Ensure that an up-to-date filing
system for all assets is maintained.
Review all monthly asset reports.
Recommend assets for disposal and
ensure that the necessary paperwork is prepared.
Miscellaneous.
To attend meetings when requested by
the Supply Chain Officer.
To Act on the procurement, Transport
and Admin, when necessary, as requested by your supervisor.
To maintain confidentiality.
To continually strive to improve
working methods, practices and working relationships within IRC.
To promote an atmosphere of
co-operation and team spirit among IRC staff.
To always carry out all duties
responsibly and act in a professional manner.
Warehouse
Warehouse Monthly report
Inventory Report
Any other Warehouse reports required
by supply chain coordinator or direct supervisor.
Assets
Assets inventory report
Assets Monthly Report
Disposal plans
Any other Assets reports required by
supply chain coordinator or direct supervisor.
Qualifications
Degree in procurement, Supply
Chain/Logistics management or any other relevant field in Supply Chain. A CIPS
Graduate Diploma will be an added advantage.
At least three years’ experience in a
busy supply Chain/warehousing context preferably INGO environment
Thorough method of working with
ability to work under pressure to pursue multiple tasks simultaneously to
successful conclusions.
Management ability to lead, motivate
and develop staff.
Positive attitude with good sense of
humor.
Committed team player.
Ability to sometimes live and work in
isolated areas and in conditions of limited comfort.
Excellent computer skills (Word, Excel
etc. ).
How to Apply
