Logistics Assistant(Warehousing)

BACKGROUND:

The International Rescue Committee, one of the world’s largest humanitarian agencies, provides relief, rehabilitation and post-conflict reconstruction support to victims of natural disaster, oppression and violent conflict in 42 countries. The IRC is committed to bold leadership, innovation and creative partnerships. Active in public health, education, livelihoods, women’s empowerment, youth development, and protection and promotion of rights, IRC assists people from harm to home. IRC entered Nigeria in October 2012 in response to a widespread flood disaster. IRC’s Emergency Response Team, with local partner CISCOPE (Civil Society Coalition for Poverty Eradication), implemented a project to support livelihoods and improve WASH in Kogi State from February to May 2013. This was followed by a 3-month nutrition and food security program in the same location from October 2013 to January 2014. The IRC is now in the process of establishing long term presence in Nigeria.Offices were established in Borno, Adamawa and Yobe (BAY) States, North East Nigeria and are providing critical humanitarian assistance to conflict affected people.IRC has plans in place to extend response to the North west Nigeria humanitarian crisis with activities planned for Zamfara state.

Project Overview:

The BHA (Bureau of Humanitarian Assistance) project, “Integrated Emergency Response to the Displaced Population in Zamfara, Sokoto, And Katsina States, Northwest Nigeria’depending on fund availability will be carried out by a consortium led by the International Rescue Committee (IRC) in collaboration with the Alliance for International Medical Action (Alima), Cooperazione Internazionale (COOPI), and Life Helpers Initiative (LHI), aims to leverage each partner’s expertise to provide immediate humanitarian assistance to internally displaced people populations through area-based approach. The Consortium partners will provide an integrated multisectoral intervention in Health, Nutrition, WASH, Protection, and Multi-purpose Cash Assistance (MPCA) activities in Zamfara, Katsina, and Sokoto states in collaboration with state governments, UN organizations and other key actors in Northwest Nigeria. The project will be implemented by a dedicated support, quality assurance, and coordination team, who will work closely with all partners through a management unit of well-structured consortium governance for the activity.

Responsibilities

Specific responsibilities include.

Key tasks

• Understand, Implement and/or maintain standard IRC inventory management policies and procedures.
• Documents the receipts, handling, storage and store release of goods through IRC Warehouse(s)
• Advise supervisor of Potential Inventory shortage.
• Manage casual laborers in the Warehouse.
• Ensure the maintenance of warehouse building (s), fittings and equipment.
• Support in conducting periodic cycle count as per the standard operating procedure.
• Implement and ensure clear safety procedures within and around the Warehouse premises.
• Conducting fiscal year end stock inventories and ensure that effective stock inventory report
• Implement and ensure clear loading and offloading procedures, correct stocking, and turnover base on FIFO and FEFO procedures.
• Advise the Supply Chain/Warehouse Officers of Warehouse-specific issues or improvements.
• Maintain the Warehouse activity book or Register recording all outgoing and incoming receipts and activities.
• Carries out daily, weekly, and monthly stock reconciliation.
• Make sure warehouse is organized in a logical way so that materials can be located and counted easily, and there is sufficient space for movement and operations.
• Monitor overall storage capacity and needs.
• Store materials in a manner that will avoid breakages, contamination, loss, or other damage.
• Ensure warehouse safety materials are ready for use in case of incident like Fire extinguishers, first aid kit.
• Ensure the warehouse is cleanliness avoid contamination, keep clean and tidy.
• Any other duties as delegated by the Supply Chain/Warehouse officer.

Warehousing and Inventory

• Monitor security of IRC’s storage and supplies.
• Received completed stores request release forms and prepare the goods for issuance.
• Update the stock record cards and Bin card regularly.
• Responsible for maintaining the warehouse inventory location mapping.
• Ensure that regular warehouse rearrangement is done for ease of warehouse operations such as FIFO, FEFO, good stacking, and shelve management.
• Ensuring the use of MS Dynamics 365 (ERP software) to perform inventory functions.
• Provide support to the program staff on their stock inventory level.
  

Asset Management

• Ensure that all IRC assets and equipment are well maintained.
• Work closely with the IT department to ensure accountability for assets such as laptops, and computer related accessories/devices.
• Tag newly purchased assets immediately upon their receipt in the warehouse and update all assets records on Gusau Database on Box.
• Issue assets to staff as may be required and ensure all relevant asset forms are filled or updated.
• Regularly track and update a property inventory list for all properties within Gusau office, guesthouse, and facilities.
• Ensure that any movement of IRC asset/property within Gusau office is tracked, and the necessary documentation is done when an asset changes its status.
• Retrieve assets at the end of employee term of service and ensure all necessary documentations are updated.
• Transfer assets from ended grant to existing or opening grant with donor approval.
• Track grant end dates and carry out grant end assets count and confirmation together with finance teams as may be assigned by the assets officer.
• Compile assets monthly reports for Gusau field office and share with Supply Chain manager.
• Assist the assets officer in collating list of properties and assets recommended for disposal.

Expected deliverables.

• Maintain full and accurate stock card, bin cards and warehouse master register.
• Ensure complete documentation are properly archived and filled online in Box
• Ensure there is no discrepancies in the inventory records.
• Partake (documented) in monthly and ad-hoc physical inventory checks.
• Ensure Warehouse is properly arranged according to accepted standards (stacking and spacing)
• Ensure an up to date filing system for all assets on Box is maintained for all assets in Gusau office.
• Implement and / maintain standard IRC assets management policies and procedures.
• Ensure that an updated asset register is maintained on a monthly basis.
• Assist to ensure that an updated assets inventory sheet is maintained on monthly bases.
• Report asset related incidents such as loss, theft or damage to the assets Manager and fill relevant documentations.
• Carry out quarterly and year end assets counts and provide reports to Supply Chain Manager.

Minimum Qualifications:

Personal Characteristics.

• Strong sense of personal integrity
• Attention to detail.
• Strong supervisory skills
• Ability to multi-task
• Team spirit and problem-solving ability.

Jobs Requirements.

• Knowledge of generic Warehouse Management systems and forms.
• Diploma or Bachelor of Degree In relevant field
• Physically mobile, able to lift 30Kg without strain.
• Competent in Spoken and written English
• Good Mathematical skills
• Good Knowledge of Ms Office, ERP etc.

Work Environment

The position will be based in Gusau, Zamfara State, Nigeria. The situation in northwest Nigeria continues to be volatile and the security phase is orange or red depending on location. This is a national position.

Standards for Professional Conduct:

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way – Standards for Professional Conduct.  These are Integrity, Service, and Accountability.  In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.