Warehouse and Asset Officer at Save The Children

ROLE PURPOSE: 

The post holder will be tasked with facilitating and coordinating smooth operations which include receiving, storing dispatching and reporting all goods and supplies that pass through the Maiduguri warehouse system.

The post holder will also be responsible for ensuring proper stock keeping records, effective use of space available, and coordination with various departments including programs and procurement on storage needs

Key Accountabilities:

• Establish detailed mapping of available storage facilities and maintain up-to-date stock records for each area/facility. This includes bin cards, stock cards, spread sheets, and clearly labelled goods.
• Maintain Total Inventory Management (TIM) system for Maiduguri AO warehouse.
• Maintain appropriate stock of frequently used supplies through establishing a reorder level consistent with monthly usage
• Liaise with the procurement team and Admin team to ensure all stored materials earmarked for a specific location are made ready for onward transport, either by charter, SC vehicles, or hired trucks to maximize storage space
• Safeguarding commodities from any type of damages. To this effect, the storekeeper must ensure that:
• Storage is safe and clean, and protects commodities from damage and loss
• Expiry dates of perishable commodities are regularly followed
• Goods are kept according to their homogeneity, and all materials must be kept visibly separate.
• Establish procedures for depositing and withdrawing goods from stores and conduct regular inventory checks
• Prepare and submit Weekly, Monthly, and Quarterly Stock Reports to the line manager as needed
• Ensure warehouses are clean and goods are well always organized according to their type and homogeneity
• Ensure the effective and efficient use of all Save the Children resources in order to keep costs low and ensure safety in the workplace
• Lead, manage and motivate a team, ensuring that they have clear objectives and receive meaningful feedback on their performance.
• Ensure that all incoming assets are registered in the asset database before issuing them to the requesters and field offices.
• Maintain Maiduguri AO Asset register and update on monthly bases.
• Advise your line manager on potential disposable assets.
• Carry out regular Maiduguri AO asset verification.
• Maintain all warehouse & Asset files adequately.

Additional Job Responsibilities:

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience

Asset & Facility Management:

• Maintaining up-to-date control of all assets including tracking donor, value, and location, managing staff issue, and recording all asset movements and disposals.
• Oversee the issuance and return of assets to/from staff.
• Ensure good condition of assets and maintain asset condition reports.
• Establish and maintain a list of contact details for preferred service providers including carpenters, electricians, plumbers, generator services and builders and make this list available to staff.
• Ensure the data network (internet) is operational and cost effective. Report any defective office equipment to the Field Manager.
• Total Inventory and Stock Management:
• Enter all new items purchased in SCI TIM software and ensure reconciling with Stock/Assets register.
• Manage and maintain the physical warehouse and TIM online warehouse.
• Ensure quarterly stock check and reconciliation.
• Ensure all stock and assets purchased are entered in TIM and TIM generated GRN is used for payment.
• Ensure all program stock are released through TIM and accompanied with a waybill to Beneficiaries/point of usage.
• Ensure the BHs and the Country Office TIM focal person are informed about all expired, expiring SOF and other irregularities or discrepancy in TIM respectively.

Communication and Security:

• Ensure adherence to communication protocol at field level.
• Ensure that all communication systems in Field Office are maintained and staff trained in their proper and effective use.
• Report all security incidents in writing in a timely manner through the appropriate field office channel
• Ensure that all equipment and supplies in Field Office are maintained in a safe and secure manner.

Coordination:

• Maintain and regularly update current contact database of other INGO organizations, donors and embassies.
• Maintain and where necessary develop shared electronic & manual files to ensure easy access to information.

Administration & Reports:

• Maintain all logistic files in an organized, accurate and up to date manner.
• Line manages, coordinate, monitor and guide the work of the drivers and any other logistics support by managing performance on an on-going basis.
• Produce weekly procurement tracker and send to field team and country office.
• Produce logistics site report, vehicle and generator cost performance report.
• Update Asset Register and send to field office and country office every month.
• Update the vehicle cost schedule and produce regular vehicle performance and cost reports and send to the field office and country office once per month.
• Conduct periodic stock checks and sends report to the field office and country office
• Comply with all relevant Save the Children policies and procedures with respect to child protection, code of conduct, fraud, health and safety, equal opportunities and other relevant policies.
• Work in close collaboration with the finance and administration departments to ensure effective operations and strong team spirit.
• Carry out any other tasks required by the line manager.

QUALIFICATIONS  

• A minimum of three years post NYSC relevant experience in supply, procurement, contracting, and/or other directly related technical fields is required.
• A first level university degree (Bachelor's) in a relevant technical field (as identified above).

EXPERIENCE AND SKILLS

Essential 

• Chartered Institute of Purchasing and Supply (CIPS) Qualification will be an added advantage.
• Proven and significant experience in international procurement and contract management, including an ability to review procurement demands and trends, and to develop strategies to fill identified gaps.
• Field level experience in logistics for INGOs in international development and emergency programmes
• Knowledge of key institutional donors and their compliance requirements in respect of logistics and procurement 
• Highly developed interpersonal and communication skills including influencing, negotiation and coaching.  
• Experience of solving complex issues through analysis, definition of a clear way forward and ensuring buy in.
• Commitment to Save the Children values.
• Ability and willingness to change work practices and hours in the event of major emergencies including travelling at short notice and for extended periods of time
• Highly organized with good administration skills for order and information management, able to develop filing systems and databases to ensure an auditable trail.
• A high level of computer literacy (word, excel, ppt etc.)