| 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 warehouse.
- Responsible for managing waybills, GRNs, Item Issuance form warehouse, bin card, stock card and ledger books Model 19 from government partners.
- Administer, maintain, and ensures the smooth operations and functionality of the Total Inventory Management (TIM) operation on consistent manner.
- Maintain an up-to-date stock register and implement an assets management information system in accordance with the SCI policies and procedures.
- Safeguarding commodities from any type of damages. To this effect, the warehouse and fleet officer must ensure that:
- Storage is safe and clean and protects commodities from damage and loss.
- Ensure expiry dates of perishable commodities are regularly followed and reported.
- Ensure goods are kept according to their homogeneity, and all materials are kept visibly separate.
- Receive items as per the purchase or dispatch note.
- Efficiently utilise storerooms, displaying of items in accordance with their natural homogeneity, discriminating items that need special care and protection, locating fast moving item at accessible place, maintaining proper stock records.
- Provides periodic inventories of items for supervisors and staffs.
- Ensure Stock and asset are tracked against the programme, project codes and SOFs.
- Ensure perishable stocks: shelf life/expiry dates and batch numbers are recorded on arrival and actively monitored.
- Report actual stocks movement, expected arrivals, and planned deliveries and all other relevant information.
- Receive orders and dispatches items on time.
- Organize loading and unloading of goods.
- Ensure monthly stock reports are completed and submitted to HFO supply chain coordinator and all concerned bodies.
- Keep records of all relevant warehousing documents and correspondences in their respective file as per the established filing procedures.
Fleet management.
- Ensure monthly vehicle utilization report is analysed and submitted on time.
- Facilitate light vehicle and trucks rent from FOs and Co 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 for rented vehicles and other fleet related payments.
- Ensures all rented vehicles have an insurance coverage and fulfil all other necessary requirements.
- Laisse with maintenance service provider to ensures inspection of rented light and truck vehicles fulfil the required specifications.
- Ensures all rented vehicles appropriately use the SCI standard log sheet and the records are per SCI standard.
- Facilitates and prepares the necessary documentation for finance for final payment to the trucking, light vehicle, maintenance, insurance, fuel and taxi by confirming all invoices and relevant documents.
- Maintains appropriate filling of all relevant documents to ensure accurate tracking and documentation for audit purposes.
- Ensure all agency vehicles have separate vehicle file with all relevant documents.
- Compiles rented light vehicles, trucks, and taxi usage and performance report.
- Maintenance fuel report and insurance expenditure data.
- Prepare period reports and submits to the immediate supervisor.
- Perform other related tasks as required and instructed by supervisors.
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| SKILLS AND BEHAVIOURS (our 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 others to do the same.
- Widely shares their personal vision for Save the Children
Collaboration:
- Builds and maintains effective relationships, with 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:
- Resourceful and flexible to take disciplined risks.
Integrity:
- Honest, encourages openness and transparency.
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