Warehouse Coordinator

Internal/External vacancy for Warehouse Coordinator

LOCATION:  Jigjiga

GRADE:  3B

Vacant Position: 1

POST TYPE: National

Child Safeguarding:

Level 3:  The responsibilities of the post may require the post holder to have regular contact with or access to children or young people.

ROLE PURPOSE:

The post holder will be tasked for the coordination and management of  SCI  warehouses and store’s inventory and supervise the warehouse transactions including receiving, storing, despatching, reporting and stock monitoring in the TIM warehouse. The post holder is also accountable for the timely supply of office materials in the East area Office as well as tracking movement of all equipment and supplies stored in Jigjiga Field Office and distributed to respective departments and field locations.

SCOPE OF ROLE:

Reports to: Senior Supply Chain Coordinator with Dotted reporting line to East Area Office Supply Chain Manager

Staff reporting to this post: Warehouse Officer

KEY AREAS OF ACCOUNTABILITY:

• Establish detailed mapping of available storage facilities and ensure that up-to-date stock records for each area/facility. This includes bin cards, stock cards, spread sheets etc
• Responsible for warehousing as well as tracking movement of all equipment and supplies stored in Jigjiga office and distributed to respective field location under East Area Office.
• Organize the movement of food and non-food aid resources from the SCI’s or Donor’s warehouse to the intended beneficiaries, and monitor the volume of cargo despatched to the different project sites and inform the positions.
• Work in close corporation with the procurement department, to coordinate transportation of resources through facilitating the documentations for arranging trucking and light vehicle during loading and unloading as well as storage facilities as per the request of SCI programme.
• Ensure procured items delivered to the warehouse are dispatched to the respective programmes on time

Prepare and submit reports on actual stocks, expected arrivals, planned deliveries and all relevant information on warehouse stocks and inventories on a monthly basis to the his/her line manager.

• Undertake regular visits to all warehouse location in East area and asses the level of compliance with the guidelines and procedures provide recommendations for improvements where applicable.
• Ensure that all stock movements are properly done using standard warehouse formats.
• Conduct periodic physical inventory of stocks submit report with explanation for the discrepancies;
• Assess and plan a detailed storage strategy that will support the field office locations, and supplies needed for proper program implementation and smooth running of operations.
• Implement stock management system that will track all goods in storage, their location, intended destination, and liaise with concerned staff for proper, coordinated delivery of items
• Provide weekly and monthly updates on actual stock levels, expected arrivals and planned deliveries and all other relevant information on warehouse activities  to the Supplies ,Commodity and Warehouse Services Manager and other staff as needed
• Establish a minimum stock position for fast moving items and initiate purchase request before the stock level goes below minimum stocks;
• ensure correct reception, storage, stock rotation and guarantee appropriate and accurate stock control and records at all times;
• Ensure that officers working in the main store update the warehouse tracker once goods are dispatched and received in at designated field destination and keep complete warehouse transaction documents
• Coordinate issuing and dispatching of items to/from the main store to respective work units

Audit function

• Have up to date inventory records to ensure smooth auditing processes;
• Support in ensuring that audit recommendations (internal and external) are implemented

Staff Management

• Work closely with the unit’s team to ensure that the overall main office store management is understood and adhered.
• Directly lead, manage and motivate staff in the unit and ensure that they have clear work plans and performance management is integrated in day to work activities.
• Build capacity of the team reporting directly Assess and identify gaps on the capacity of team under his/her supervision and propose training and capacity building as required

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability:

• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values.
• Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary capacity to improve performance and applying appropriate measures when results are not achieved.

Ambition:

• Sets ambitious and challenging goals for himself/herself (and their team).
• Takes responsibility for his/her own personal actions and encourages others to do the same.
• Widely shares his/her personal vision for Save the Children, engages and motivates others
• Future-orientated, thinks strategically

Collaboration:

• Builds and maintains effective relationships, his/her team, colleagues, members and external partners and supporters
• Values diversity, sees it as a source of competitive strength.
• Approachable, good listener, easy to talk to.

Creativity:

• Develops and encourages new and innovative solutions.
• Willing to take disciplined risk

Integrity:

• Honest, encourages openness and transparency.