Position: Warehouse Assistant
Report to: Warehouse Supervisor
Location: Bidibidi Refugee Settlement – Yumbe
Purpose of the position:
Assist Warehouse Supervisor in ensuring proper and safe custody (storage) of all food and non-food commodities entrusted to the care of WV by donors. The Warehouse assistant is responsible for documentation of commodity transactions in the warehouse, including receipt, storage and delivery of all food commodities.
A. Commodity Management
Assist the Warehouse Supervisor to ensure that all commodities arriving at the warehouse and leaving the warehouse are properly accounted for.
Assist the warehouse supervisor with receipt of commodities in the warehouse: Make sure you know in advance about the types and amount of commodities to expect in the warehouse. Assist the warehouse supervisor to prepare and carefully plan for storage space.
Scrutinize all waybills to ensure that the commodities are of correct quantities and quality as manifested on the waybill.
Immediately record all quantities delivered short (missing), quantities lost in transit and quantities damaged if any. All observations must be recorded immediately.
Supervise off-loading of the commodities make sure it is properly undertaken. Commodities must carefully be inspected and counted during off-loading before accepting in the warehouse.
Immediately reconstitute torn / loose / slack / leaking / damaged bags, tins or cartons to prevent any further loss. Document such activity.
Assist the warehouse supervisor to maintain good warehousing standards
Storage of commodities must be done properly. Commodities must be stacked in an organized manner by commodity type and by shipment number to facilitate proper physical count
Be alert to observe any signs of weevils and other grain pests that damage the commodities during storage. Commodities must in good condition. Check for infestation and take immediate action by informing the Commodity Assistants.
Unfit commodities must be stacked separately away from the sound stocks.
Assist the warehouse supervisor to accurately fill and update all the warehouse records including Ledger books, stack cards and stock control sheets. Quantities recorded on these documents MUST correspond to the daily physical stock in the warehouse.
Keep daily records of warehouse movement (commodities received and dispatched including the destinations).
Commodities shall NEVER leave the warehouse without prior approval of the Commodity Manager or his/her designee.
Loading of Commodities shall ONLY take place after receiving a LOADING AUTHORIZATION from the Commodity Manager or his/her designee.
Commodities leaving the warehouse MUST be accompanied by a waybill or a delivery note.
Unexplained warehouse losses is the responsibility of the warehouse supervisor and his/her assistant. Value of the loss can be deducted from their salaries.
Assist the warehouse with reporting and ensure reports are ready to the head office by the 1st day of the following month latest.
Prepare monthly Commodity Receipt Summary, Truck Inspection Reports, Dispatch summary, Loss Status Reports and Physical Inventory Reports at the end of every month. These MUST be submitted to the head office by the 1st day of the following month latest.
Perform any other duty that may be assigned from time to time
Qualifications: Education/Knowledge/Technical Skills and Experience
This position requires a mature candidate, a self-starter, with dedication and ability to work with less or no supervision. Must demonstrate willingness to learn and work with others as a team.
Prospective candidate should be a Degree holder with some basic training in storekeeping and proven relevant experience.
Candidates must also have at least 2 years of experience in a related field preferably in with an NGO working in commodity programming and logistics. They should also be willing to live and work in any part of the country.
Good command of oral and written English a MUST.