Warehouse, Assistant at UNICEF

Job Description

• The incumbent will be a member of UNICEF Supply team in Nigeria and will be responsible for the management of UNICEF warehouse and program supplies in Katsina, in close coordination with the Supply team and under the direct supervision of the Administrative assistant in Katsina.
• The Warehouse Assistant shall be responsible for warehouse and stock management in Katsina Field Office.
• In doing this the Warehouse assistant must ensure due diligence that all records are updated regularly with a view to match physical to VUISON records in complaint to UNICEF rules and regulations.

Key Expected Results
Summary of key functions/accountabilities:

• Ensure receipt and issuing of both programme and operations supplies.
• Ensure adequate recording of supplies in VISION (Receipt and Issues)
• Support in the dispatch of programme supplies to implementing partners
• Ensuring adequate emergency supplies are kept to respond to emergency
• Facilitates mid and end year stock taking
• Reporting and data management

Ensure receipt and issuing of both programme and operations supplies:

• All Supplies received into the Warehouse tallies with quantity and Specifications in the LPO and Oshodi delivery waybill.
• Match the delivery documents with the Physical Materials on ground. Check for damages.
• Records all receipts and issues into VISION immediately
• Ensure adequate issue documents are in place before issuing e.g signed VISION release, authority letter, ID card and allocation letter dully signed are available before issuing any programme supplies. 

Ensure adequate and timely recording of supplies in VISION in every transaction:

• Received Supplies are segregated into Programme Supplies and emergency Supplies Storage areas. Timely record all Supplies both in VISION software and on stock cards.
• Ensure that right quantity of items, description, unit of measurement and correct material codes are entered into VISION
• In case of drugs, ensure that correct expiry dates and batch numbers are recorded.

Support in the dispatch of programme supplies to implementing partners:

• In liaison with supply, supports dispatch of programme supplies to IPs by facilitating issuance  of supplies and loading in accordance to the allocation letter and release order
• Ensure the documentation is complete i.e authority letter, ID card, allocation letter and release  order
• Ensuring creation of Way bills by the supply assistant immediately upon loading.

Ensuring adequate emergency supplies are kept to respond to emergency:

• Ensuring weekly stock report to programme colleagues to ensure adequate pre-positioned supplies are maintained

Facilitates mid and end year stock taking:

• Ensure stock records are up-to-date e.g the stock cards and VISION records.
• Ensure supplies are readily arranged well to facilitate counting
• Supports the counters in identifying supplies to be counted
• Provide clarification where required

Reporting and data management:

•  Real time processing of transactions in VISION
• Stock card up dating
• Record keeping: Systematic filling of transactions supporting documents (Goods Received; Waybill; Signed returned waybills; …)
• Immediate information of the supervisor / Chief of Office / Supply manager in case of discrepancy; anomaly; identification of stocks at risk.

Competencies and level of proficiency required (based on UNICEF Professional Competency Profiles)
Core Values:

• Commitment
• Diversity and inclusion
• Integrity

Core competencies:

• Communication (II)
• Working with people (II)
• Drive for results (II)

Functional Competencies:

• Applying technical expertise (II)
• Planning and organizing (II)
• Following Instructions and Procedures (II)

Educational Qualification and Experience

• Completion of secondary education, preferably supplemented by technical or university courses in Business Administration, Supply/Logistics/Warehouse Administration or related field is desirable.
• A minimum of 6 years of progressively responsible administrative or clerical work experience is required.
• Fluency in English and in the local language of the duty station required.