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 the day-to-day management and coordination of rented light vehicles and freight transport requests, handle vehicle database and related documentation, processing payments for rental vehicles and freight transport. Ensure Mekelle warehouse management system is managed in line with the SCI standards.

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, Issue authorization, woreda partner authorization and verification letter, signed document of beneficiaries” distribution list.

Administer, maintain, and ensure the smooth operations and functionality of the Total Inventory Management (TIM) operation on a consistent basis.

Maintain an up-to-date stock register and implement an assets management information system in accordance with the SC policies and procedures and TIM.

Safeguarding commodities from any type of damages. To this effect, the warehouse officer 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.

Receive items as per the purchase or dispatch note, count them according to their dispatch or purchase requisition order, check and inspect their quality and conditions.

Efficiently utilise storerooms, displaying items in accordance with their natural homogeneity, discriminating items that need special care and protection, locating fast moving items at accessible places, maintaining proper stock records.

Provides inventories of office and store equipment and during staff turnover in coordination with finance staff.

Ensure Stock and asset are tracked against the programme, project code and funding source code to which they belong.

Ensure perishable stocks: shelf life/expiry dates and batch numbers must be recorded on arrival and actively monitored thereafter. Perishable stocks must be withdrawn and used on a first expiry date first out basis.

Report on monthly basis the actual stocks movement, expected arrivals and planned deliveries and all other relevant information on warehouse activities.

Receives orders and dispatches items.

Organize loading and unloading of goods.

Completes monthly usage and stock reports and submits to the finance and admin coordinator.

File documents and correspondence in their respective file holders as per the established filing procedures that covers both electronic and physical filing.

Files incoming and outgoing letters, waybills, GRNs, SRF, Packing lists and other references used to utilise resources.

Performs booking hotels, and other related admin activities as assigned by the immediate supervisor.

Fleet Management

Ensure monthly vehicle utilization report is analysed and submitted.

Facilitate Light vehicle and trucks rent for the AO/FO based on framework agreement.

Prepares payments for rented light & Freight Transport Trucks, maintenance, fuel, insurance, and taxi services.

Maintains updated and well organized electronic/paper payment and related documents and records of rented vehicles and other fleet related payments to ensure and facilitate tracking, reporting and auditing.

Ensures all vehicles to be hired by SCI have an insurance coverage and fulfil all other necessary requirements.

Liaise with maintenance to ensure inspection of rented light and Truck vehicles and drivers of same are tested to confirm their full functionality before dispatch.

Ensures all rented vehicles maintain appropriately filled and authentic log sheet.

Facilitates and prepares the necessary documentation for finance for final payment to the trucking, light vehicle, maintenance, insurance, Fuel and taxi agencies after confirming all incoming invoices and relevant documents submitted are accurate.

Maintains appropriate filing of all relevant documents to ensure accurate tracking and documentation for audit purposes.

Compiles rented light vehicles, trucks, and taxi usage and performance, maintenance, fuel report and insurance expenditure data, prepare period reports and submits to the immediate supervisor.

And perform/coordinate other related tasks as required.

BEHAVIOURS (Values in Practice)

Accountability:

Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values.

Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same.

Widely shares their personal vision for Save the Children, engages and motivates others.

Future orientated, 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, sees it as a source of competitive strength.

Approachable, good listener, easy to talk to.

Creativity:

Develops and encourages new and innovative solutions.

Willing to take disciplined risks.

Integrity:

Honest, encourages openness and transparency; demonstrates highest levels of integrity.

QUALIFICATIONS

BA/BSC/Diploma in Transport Management, Supply Chain, /Business Management with minimum of 2/4 years of relevant experience, preferably NGO experience.

Hands on experience in light & Freight vehicle service procurement process & management.

Able to schedule logistics support operations during emergency response.

Practical knowledge of IYS office and experienced in Inventory Management Systems.

Proactive & good team player.

Excellent communication and interpersonal skills.

Able to work under pressure and in a diversified and multi-cultural environment.

Commitment to and understanding of 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.

Ability to write reports and business correspondence.

Desirable

Previous experience working for NGOs.

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.

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.