: International Rescue Committee (IRC)

Deadline: 16 June 2021

Location: Beitbridge

About the IRC

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 forced 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.

Job overview

The Warehouse Assistant as an integral member of the Operations Department holds primary responsibility for inventory, asset, and property and warehouse management. The role holder will be responsible for implementing the IRC inventory policies regarding all project items including cycle count and reporting discrepancies.

Key responsibilities

Materials Receiving and Dispatch - Receive and document materials from suppliers and other sources; Inspect materials during receiving and update required documentation; Collaborate closely with the Operations Officer to advise Programs of potential inventory shortages and to provide update on stock levels; Inspect materials dispatched from the stores and update appropriate dispatch documents; Implement GSC SOPs on assets and inventory management; Handle all Contribution In Kind (CIK) and Closed Grant Inventory; Coordinate the replenishment of stock items as need emerges based on an approved purchase requisition.

Warehouse Documentation - Update stock cards, bin cards and inventory system regularly; Implement standard warehouse documentation processes such as delivery Report, Waybills, Store Release, Bin Cards, and Stock Cards; Maintain the Warehouse activity book recording (i.e., Warehouse Register) for all outgoing and incoming receipts and activities; Ensure Warehouse Authorization Schedule is up to date and displayed.

Warehouse Controls - Participate in and provide accurate reports for Year-end counts' exercise; Fully participate in 20% inventory cycle count for all stock; Conduct internal inventory checks and keep records of all records; Implement (FIFO, FEFO, LIFO) procedures for goods in the warehouse; Ensure good arrangement of storage facilities with appropriate layout, and signs display in strategic locations; Assign tasks and supervise the working of casual laborers.

Warehouse Safety and Security - 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.; Maintain and periodically service fire extinguishers.

Asset and Property - Ensuring that all assets are controlled and handled accurately as per donor-specific policies; 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 develop assets running cost analysis.

Reporting - Prepare and submit accurate inventory and Asset reports to supervisor on time as per donor regulations for Asset; Support with developing and updating of warehouse material distribution plans as the need arises.

Key Working Relationships - Position directly supervises: None.

Requirements

Diploma in Operations Management, Logistics, Business Administration, or related field;1 year of work experience in operations (Warehouse/Asset); Prior experience of working in Logistics, Inventory or Warehouse Assistant Position in a multicultural environment.

Demonstrated Skills and Proficiencies-Proficient English written and spoken. Proficient with using computers, especially Microsoft Office Word and Excel spreadsheets and Outlook; General knowledge of operations procedures and tools; Good mathematical skills; Physically mobile, able to lift 30kg without strain; Strong sense of personal integrity; Attention to detail and ability to multitask; Team spirit and problem-solving abilities; Excellent interpersonal and communication skills; Remains productive when under pressure; Demonstrates a detailed and efficient approach to work; Relates and works well with people of different cultures, gender and backgrounds.