Jobs at Smiling Hearts Initiatives International (SHI)

• Qualification   BA/BSc/HND
• Experience     1 - 2 years
• Location        Borno

Scope of Role
Key Areas of Accountability:

• 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

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 as assigned by his/her line manager.

Qualifications and Experience

• BSc or its equivalent in relevant field of study with 1 - 2 years warehouse experience
• NGO experience will be an added advantage
• Good written and spoken English knowledge
• Knowledge of local language spoken in an added advantage.
• A good team player
• Commitment to and understanding of SHI’s aims, values and principles
• A commitment to children’s rights and principles of equal opportunity
• A high level of computer literacy (word, excel, etc).

Human Resources:

• To be able to organize casual workers when required at the warehouse, and to provide overall supervision and training of other warehouse trainees and casual labour, and ensure that staff assigned to the various stores, keep records of the items offloaded/loaded at the warehouses.
• To Assist and coordinate the off-loading of goods on vehicle from or to the warehouse and stacking of the supplies, follow-up tracking of the commodities in pipeline and report to the appropriate personnel.

SHI is an equal opportunity organization with high regards to gender, as such female qualified candidates are highly encouraged to apply.

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Qualification:     BSc

Experience:        3-5 years

ROLE PURPOSE:

The Supply Chain Officer is accountable for the timely and efficient procurement of goods and supplies in accordance with timescales set and agreed with Team Lead and SHI policies, and procedures. She/he will be responsible for undertaking the responsibilities of operational procurement and supply chain, and managing the preparation of the Procurement process in all steps and stages, especially when it comes to purchasing orders and contracts. Advice on best sources of supply in coordination with the Team Lead and Finance. Verify purchase requests ensuring all required information is provided. Process Purchase Requests using Pre-Qualified Supplier (PQS) lists and carry out comparative bid analysis, Procurement committees, and PO processes. She/he will ensure that items procured match programmatic requests and are of good quality and value for money.

KEY AREAS OF RESPONSIBILITY/DELIVERABLES:

Procurement

• Ensuring that all procurement is carried out in line with appropriate processes, procedures, and documentation in line Smiling Hearts Initiatives Int. policies and where required to do so donor rules.
• Making sure that order schedules and delivery lead times are met, if not, inform in advance all those that may be affected by the delay.
• Ensuring that approved suppliers and framework agreements are used at all times during procurement of goods
• Developing and maintaining price lists of all commonly used program supplies
• Ensuring that Procurement Requisition has all the necessary information filled including charge code and required signatures.

Fleet Management

• Providing support and direction to the head driver in transport management and ensuring that they are executed in line with SHI guidelines.
• Maintaining and updating all required records and paperwork for vehicles and drivers.
• Managing fuel and maintenance contracts as needed.
• Ensuring that planned preventive maintenance is carried out on both vehicles and generators to a high standard with minimum disruption to program activities.
• Ensuring that all drivers are briefed on and adhere to Smiling Hearts Initiatives policies and procedures.

Asset Management

• Ensuring that the office asset register is well maintained
• Ensuring that all assets have been issued a unique identification number and tracked on a central Asset Register,
• Regularly updating the asset register whenever transfers, disposal, changes in condition, and procurement take place with details of that transfer, disposal, etc.
• Coordinating a full physical verification of asset register at least once a year to verify that the assets are in place and their condition. 

Warehousing

• Ensuring that all incoming and outgoing stock is controlled according to SHI procedures and that all appropriate paperwork is in place.
• Making proper arrangements for receiving and dispatching commodities.
• Ensuring that regular stock reconciliation is carried out and any discrepancies are properly investigated and reported to the budget holders.
• Ensuring that all incoming and outgoing stock that are targeted for beneficiary distributions and program use are captured by the Supply Chain Assistant
• Endorsing for approval stock movements that have been captured by the Supply Chain Assistant
• Ensuring that Physical inventory are properly reconciled and are always balancing.
• Performs any other duties and tasks, which are commensurate with the responsibilities and level of the post 

SKILLS & EXPERIENCE

Administrative & General Skills 

• Degree in Public or Business Administration or related field
• 3-5 years of work experience with INGO with progressive responsibility in Supply Chain and administration
• Strong organizational and management skills including problem-solving;
• Representational skills;
• Excellent verbal and written skills in English;
• Willingness and ability to work in a collaborative and inclusive manner;
• Self-motivated and creative;

SHI is an equal opportunity organization with high regards to gender, as such female qualified candidates are highly encouraged to apply.