Position Title: Warehouse & Fleet Officer
Employer: Save the Children
Employment: Full-Time | Contract
Place of Work: Semera - Ethiopia
Posted date: 3 months ago
Deadline: Submission date is over
Job Description
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:
Under the supervision and guidance of the Supply Chain Manager, the Warehouse and Fleet Officer is responsible for:
- Day-to-day management and coordination of rented light vehicles and freight transport requests.
- Handling vehicle database and related documentation.
- Processing payments for rental vehicles and freight transport.
- Ensuring Mekelle warehouse management system is managed in line with the SCI standards.
Emergency Response:
In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.
SCOPE OF ROLE:
Reports to: Senior Supply Chain Officer
Staff reporting to this post: 4 Drivers
Direct: 4
Indirect: 0
KEY AREAS OF ACCOUNTABILITY:
Warehouse and Stock Management
- Implement an effective warehouse and stock management and control system.
- Record and document all stocks in and out into/from the waybill, GRN, Item Issuance form, bin card, stock card, and ledger.
- Administer, maintain, and ensure the smooth operations and functionality of the Total Inventory Management (TIM) operation.
- Maintain an up-to-date stock register and implement an assets management information system.
- Safeguard commodities from any type of damages by ensuring:
- Storage is safe and clean, protecting commodities from damage and loss.
- Expiry dates of perishable commodities are regularly followed.
- Goods are kept according to their homogeneity, with all materials visibly separate.
- Receive items as per the purchase or dispatch note, counting them according to their dispatch or purchase requisition order.
- Efficiently utilize storerooms, displaying items according to their natural homogeneity.
- Provide inventories of office and store equipment during staff turnover.
- Ensure stock and assets are tracked against the programme, project code, and funding source code.
- Ensure perishable stocks' shelf life/expiry dates and batch numbers are recorded on arrival and actively monitored.
- Report monthly on actual stock movement, expected arrivals, and planned deliveries.
- Receive orders and dispatch items.
- Organize loading and unloading of goods.
- Complete monthly usage and stock reports and submit to the finance and admin coordinator.
- File documents and correspondence in their respective file holders.
- File incoming and outgoing letters, waybills, GRNs, SRF, Packing lists, and other references.
- Perform booking of hotels and other related admin activities as assigned.
Fleet Management
- Ensure monthly vehicle utilization report is analyzed and submitted.
- Facilitate light vehicle and truck rentals based on framework agreements.
- Prepare payments for rented light & freight transport trucks, maintenance, fuel, insurance, and taxi services.
- Maintain organized electronic/paper payment and related documents for rented vehicles.
- Ensure all vehicles hired by SCI have insurance coverage and fulfill necessary requirements.
- Liaise with maintenance to ensure inspection of rented vehicles and drivers.
- Ensure all rented vehicles maintain appropriately filled and authentic log sheets.
- Facilitate and prepare necessary documentation for finance for final payments.
- Maintain appropriate filing of all relevant documents for audit purposes.
- Compile reports on rented light vehicles, trucks, and taxi usage and performance.
- Perform/coordinate other related tasks as required.
BEHAVIOURS (Values in Practice)
Accountability:
- Holds self-accountable for making decisions and managing resources efficiently.
- Holds the team and partners accountable to deliver on their responsibilities.
Ambition:
- Sets ambitious and challenging goals for themselves and their team.
- Widely shares their personal vision for Save the Children.
- Future-oriented, thinks strategically and on a global scale.
Collaboration
- Builds and maintains effective relationships with their team, colleagues, members, and external partners and supporters.
- Values diversity, seeing it as a source of competitive strength.
- Is approachable, a good listener, and easy to talk to.
Creativity
- Develops and encourages new and innovative solutions.
- Is willing to take disciplined risks.
Integrity
- Is honest, encourages openness and transparency, and demonstrates the highest levels of integrity.
Qualifications
- BA/BSC/Diploma in Transport Management, Supply Chain, or Business Management with a minimum of 2-4 years of relevant experience, preferably in an NGO.
- Has hands-on experience in light and freight vehicle service procurement processes and management.
- Able to schedule logistics support operations during emergency response.
- Possesses practical knowledge of IYS office and experience in Inventory Management Systems.
- Is proactive and a good team player.
- Exhibits excellent communication and interpersonal skills.
- Able to work under pressure and in a diversified and multi-cultural environment.
- Commits to and understands Save the Children values, aims, and principles.
Experience and Skills
Essential
- Fluency in written and spoken English and local language.
- Highly computer literate, particularly with Excel.
- Experience in warehouse and inventory management.
- Experience in fleet management.
- Able to write reports and business correspondence.
Desirable
- Previous experience working for NGOs.
Additional Job Responsibilities
The duties and responsibilities set out above are not exhaustive, and the role holder may be required to carry out additional duties within the reasonableness of their level of skills and experience.
Equal Opportunities
The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
Child Safeguarding
We need to keep children safe, so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.
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