Job Vacancies at Smiling Hearts Initiatives International

Job Summary

• Assists in the development and implementation of Smiling Hearts Initiatives International. safety risk management systems, including policies, plans and procedures in areas of operation.  

Responsibilities

• Support the program teams to ensure that SHI project activities are implemented in a secure, safe and effective manner, primarily through the procurement of safety items.
• Implement improvements to the Minimum Operating Safety Standards (MOSS) under the direction of technical specialists.
• Attend regular briefings and context updates.
• Monitor staff movements and report irregularities to the appropriate focal point.
• Ensure that appropriate access controls are in place for all SHI facilities.
• Proofread translated Standard Operating Procedures (SOP), Contingency Plans (CP), threat assessments, and other documents to ensure translations have been completed to the required standard.
• Update security phone trees and maintain staff contact information.
• Assist in implementing SHI safety policies, protocols, and procedures under technical supervision.
• Oversea the procurement / issuing of safety and protective equipment under technical instruction.
• Track the location of SHI safety assets including, but not limited to, communications equipment, first aid kits, and so on.
• Maintain relevant safety documentation, data and records for the areas of concern under technical guidance.
• Any other duties related to the nature of the job as directed by the supervisor.

Responsibilities following training period:

• Assists in the implementation of SHI safety risk management systems (SRMS) under technical supervision.
• Communicate Standard Operating Procedures (SOP), Contingency Plans (CP), threat assessments, and other safety policies to staff whose first language is not English with the support of technical specialists.
• Assess potential impacts of the evolving context on SHI’s programmatic activities.
• Support in site safety assessments and identify new office spaces, guesthouses, warehouses, and other sites as required. This can include regular safety audits, such as checking fire extinguishers, safe room supplies, first aid kits, emergency communication equipment, and physical security elements (MOSS), and so on.
• Support in the completion of Safety Risk Assessments (SRAs).
• Deliver onboarding Briefing to incoming staff.
• Any other duties related to the nature of the job as directed by the supervisor.

Education / Experience and competencies

• Higher National Diploma in Security studies or related discipline
• At least 2 years’ experience in a similar position
• Willing to learn
• Good sense of humour
• Team player
• Emotional intelligence
• Collaborative but with the ability to work independently
• Ability to communicate information to a range of audiences
• An understanding of personal limitations and areas for personal development
• Excellent skills in MS Office, and Microsoft excel

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Responsibilities:

• 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 SHI 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,
• Safeguarding commodities from any type of damages. To this effect, the Warehouse Assistant 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.
• Follow established procedures for depositing and withdrawing goods from stores and conduct regular inventory checks.
• Ensuring that regular stock reconciliation is carried out and any discrepancies are properly investigated and reported to the Logistics Officer
• Prepare and submit Weekly, Monthly, and Quarterly Stock Reports to line manager as needed.
• Ensure warehouses are clean and goods are well organized according to their type and homogeneity at all times
• Ensure the effective and efficient use of all Smiling Hearts Initiatives 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.
• Advise your line manager on potential disposable of stocks.
• Maintain all warehouse & Asset files adequately.
• Review on a daily basis and follow up with relevant staff to receive all orders with nearing or reached due dates
• Collaborate with Team Lead during deliveries and dispatch of items from the warehouse

 Interpersonal Skills

• Excellent communication and interpersonal skills, with the ability to work collaboratively in a diverse team environment.
• Ability to manage multiple priorities and work under pressure, with strong problem-solving and critical-thinking skills.
• High level of integrity, with a commitment to promoting accountability, transparency, and ethical practices.

Knowledge and Experience 

• Bachelor’s degree in logistics/supply chain Management, Social Sciences, and any relevant qualifications.
• Minimum of 2 years of relevant experience in logistics and supply chain management, preferably within the shelter, NFI, or humanitarian assistance sectors.