Supply Chain Officer-Warehouse and Assets (Internal)

BACKGROUND: The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees made to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

The IRC Yemen began its programs in October 2012. Since establishing its presence in the South of Yemen, in the Red Sea Coastal city of Aden, the organization has grown from just an implementing small project to handling large scale emergency and relief operations. Following the war which broke out in Yemen in March of 2015 and the humanitarian disaster, which was crafted by the same, IRC launched one an emergency response program in the southern governorates of Aden, Lahj, Abyan, Shabwah and Aldalea. Currently IRC Yemen is operating through direct programming and local partnerships, in Health, WASH, Nutrition, Child Protection, Gender and Women Protection and Empowerment.

SCOPE OF WORK:

The Supply Chain Officer-Warehouse and Asset is an integral member of the Supply Chain Department and holds primary responsibility for asset, property and warehouse inventory management. The role holder will be responsible for implementing the IRC Asset and Inventory Policies and Procedures in English with regard to all project items including asset verifications, inventory cycle count, reporting discrepancies, pharmaceutical quality assurance as well as cold chain policies where applicable.

Under the direct supervision of the Senior Warehouse Officer, the Supply Chain Officer-Warehouse and Asset is responsible for supporting the Supply Chain functions to ensure efficient Asset and warehouse management in Yemen Country Program.

The position will be based in Aden with support to other field offices.

JOB SUMMARY:

IRC defines Supply Chain as those systems and functions necessary to implement programs effectively, inclusive of planning, procurement, logistics, inventory management, property and asset management as well as vehicle and fleet management.

WORKING RELATIONS:

·Position directly supervises: None

·Jointly supervised by Senior Supply Chain Officer-Warehouse and Senior Supply Chain Officer-Logistics

·Warehouse Staffs

·Procurement Manager and Officers

·Field Supply Chain Team

·Vendors

MAIN RESPONSIBILITIES:

1. Warehouse Documentation

You will ensure that:

-Stock cards, bin cards and inventory systems are regularly updated

-Standard warehouse documentation processes such as delivery Report, Waybills, Store Release, Bin Cards, and Stock Cards are accurately Implemented in accordance with IRC SOPs

-Warehouse activity book recording (i.e., Warehouse Register) for all outgoing and incoming receipts and activities maintained

-Warehouse Authorization Schedule is up to date and implemented

2. Materials Receiving and Dispatch

You will:

-Manage materials receiving process by ensuring that received documents are cross checked and Goods inspected

-Make sure that the documents and materials received from suppliers and other sources are accurate and complete

-Advise Programs of potential inventory shortages and to provide update on stock levels

-Ensure that the cold chain system is organized, and that “keep-cool” items are handled appropriately

-Ensure timely dispatch of materials from the stores and accurate update of appropriate dispatch documents

-Implement GSC SOPs on inventory management.

-Handle all Contribution in Kind (CIK) and Closed Grant Inventory

-Organize the replenishment of stock items as need arises based on an approved purchase requisition

3. Warehouse Controls

You will make sure:

-Internal inventory checks are conducted, and appropriate records accurately kept

-The correct stock procedures, (FIFO, FEFO, and LIFO) for goods in the warehouse are used.

-That the storage facilities are well arranged with appropriate layout, and signs display in strategic locations

-The assignment of tasks and supervision of the working of warehouse personnel, including casual laborer’s is done

4. Warehouse Safety and Security

You will:

-Ensure physical security of the Warehouse by restricting visitors and any other unauthorized persons

-Implement and ensure clear safety procedures.

-Ensure the maintenance of warehouse building(s), fittings and equipment.

-Ensure warehouse is regularly fumigated against pest, rats, rodents etc.,

-Ensure fire extinguishers are well maintained and periodically serviced

Integra (IRC ERP) related responsibilities

Inventory Management

-Create and print Counting Journal for Annual and End-of-Grant Count

-With support from other departments, Perform Physical Inventory Count

-Record and post Counting Results

-Create Counting Journal – 20% Count on quarterly basis and liaise with SC Coordinator for selection of items to be counted

-Generate On-hand Inventory list and share with program/Requesters

-Create and post an Inventory Adjustment Journal (Adjust In and Out) to record inventory discrepancies (Damaged, expired, found etc)

-Create and Post an Inventory Adjustment Journal for vendor samples acquired through the RFP / RFQ process.

Product Receipt and Dispatch

-Generate Receipts List

-Liaise with requester/program to complete Quality Order after Inspection

-Enter Product Receipt and Registration

-Receive CIK Stock Items into Inventory using movement journals

-Receive Picking List from program, and prepare and post packing slip

-Perform “Marking” for an Item Requirement Line i.e Linking/matching of a new inventory transaction with the cost price used in a previous transaction. Required for item requirement lines that were generated as a result of an inventory quantity increase via a method other than receipt on a PO

Inventory Transfer and Returns

-Create Transfer Order to Transfer Product between Warehouses

-Receive Product on a Transfer Order

-Transfer Inventory from Location to Location (within the same IRC warehouse)

-Transfer Inventory from Project to Project.

-Dispatch Items to Return to Vendor

-Return Beneficiary Items to IRC Warehouse

-Reserve or Unreserve Quantity of Product in a Project before transfer

Asset and Property

-Ensuring that all assets are controlled and managed properly in accordance with donor-specific polices.

-The implementation and/or maintenance of standard IRC assets management policies and procedures.

-Update the Asset register, and the inventory list for assets and expendable store and produce monthly reports.

-Work closely with supervisor to dispose assets including Auction, transfer, and donation process management in line with donor regulations and approval, with reference to organization policy.

-Conduct asset inventory (physical count) during the reporting period.

-Pull out updated asset list for end of grant report and reconcile with Finance team

IRC Enterprise Resource Planning (Integra) related activities with support from the finance department

-Update Fixed Asset Record with Required Information

-Create and acquire a CIK Fixed Asset (Non- depreciable)

-Create and acquire a CIK Fixed Asset Record (Depreciable)

-Create a PR for a Capitalized Fixed Asset

-Get monthly Asset Depreciation from Finance

-Disposal - Capitalized Fixed Asset (Scrap)

-Disposal - Capitalized Fixed Asset (Sale)

-Disposal of a Non-Depreciable Asset (No Gain)

-Disposal - Sale of a Donor Asset (For Gain)

-Track Repair and Maintenance Costs for a Fixed Asset

-Perform Fixed Asset Transfers between projects, offices, or sub-offices

-Update the Project Association Table in the Fixed Asset Record

-On monthly basis generate Project Asset List

5. Compliance and Ethics

-Provide consistent and constructive support to other departments to ensure compliance with policies and procedures.

-Implement internal and external audit corrective action plans (CAPs) if any

This job description is not exhaustive and additional tasks in the remit of the role may be added / removed according to operational changes.

MAIN RESPONSIBILITIES:

·Promote and actively participate in initiatives and efforts to build team engagement, inclusion, and cohesion in IRC [team/office]

·Foster ongoing learning, honest dialogue, and reflection to strengthen safeguarding and to promote IRC values and adherence to IRC policies.