World Vision International

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Warehouse Supervisor

Job Description

Title: Warehouse Supervisor

Reporting to: Chief of Party

Location: Kotido District

Purpose of the position:

To ensure proper and safe custody (storage) of all food and non-food commodities entrusted to the care of WV by donors. The Warehouse Supervisor is responsible for documentation of commodity transactions in the warehouse, including receipt, storage and delivery of all food commodities in compliance with FPMG and donor (USAID) guidelines.

Major Responsibilities:

Commodity Management

  • Ensure that all commodities arriving at the warehouse and leaving the warehouse are properly accounted for.

  • Receive the commodities in the warehouse. Make sure to know in advance about the types, shipments and amount of commodities to expect in the warehouse so storage plan can be prepared before arrival of commodities.

  • 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 loading and 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.

  • Maintain good warehousing standards. Storage of commodities must be done properly. Commodities must be stacked on pallets and in an organized manner by commodity type and by shipment number to facilitate proper physical count.

Commodity Accounting

  • Responsible 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).

  • Ensure commodities shall NEVER leave the warehouse without prior approval of the Commodity Manager or his/her designee.

  • Ensure loading of Commodities shall ONLY take place after receiving a LOADING AUTHORIZATION from the Commodity Manager or his/her designee.

  • Ensure all commodities leaving the warehouse MUST be accompanied by a waybill or a delivery note.

  • Unexplained warehouse losses are the responsibility of the warehouse supervisor and value of the loss can be deducted from the salary.

Reporting

  • Ensuring that warehouse reports are submitted to the head office by the 1st day of the following month latest (26th of every month).

  • 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 (26th of every month).

Warehouse management

  • Ensure that all the general rules of warehouse operations are observed through consistently and routine inspection

  • Ensure warehouse is clean, dry and free from rodents/pests.

  • Ensure the warehouse has adequate equipments and supplies.

  • Ensure that a warehouse layout and floor plan are in place and being followed.

  • Ensure correct procedures for determining unfit commodities is followed.

  • 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 Logistic Officer.

  • Ensure correct procedure for sale and disposition of empty containers is followed at all times.

Capacity building of warehouse staff

  • Work with the Logistic Officer to provide training on warehouse management and control and documentation for the warehouse and field staff at district level.

Supervision of warehouse staff

  • Supervise the Warehouse Tally Clerks working in the respective warehouse.

  • Supervise the Warehouse Guards working in the respective warehouse.

  • Supervise the truck drivers in the process of loading and offloading commodities.

Qualifications: Education/Knowledge/Technical Skills and Experience

  • Requires a Bachelor Degree from a University in social sciences.

  • Knowledge of warehousing, transport, shipping and practical freight forwarding.

  • Three years experience preferable with a busy NOG or UN agency, in food commodities handling tracking and accounting.

  • Prior experience with WV CTS system and or UN WFP Compass system is an added advantage.

  • Knowledge of USAID regulations pertaining to relief food commodities tracking accounting and reporting.

  • This position requires a person who is self-starter, who can accomplish the task with minimal or no supervision. He/she should be able to manage a team of staff as well as cooperate with other units. He/she must be keen on details and well organized individual