Requisition ID: req51024

Job Title: Warehouse Officer

Sector: Supply Chain

Employment Category: Fixed Term

Employment Type: Full-Time

Open to Expatriates: No

Location: Dnipro, Ukraine

Work Arrangement:

Job Description

The Warehouse Senior Officer as an integral member of the Supply Chain Department holds primary responsibility for inventory, asset, and property and warehouse management. The role holder will be responsible for all aspects of the IRC inventory policies related to warehouse operations, including but not limited to receiving, storage, inventory control, selecting, loading, and dispatch of goods besides being accountable for maintaining the safety and security of the workplace. They coordinate operations with 3rd-party loading services and ensure customer support through accurate, on-time shipments. They are also responsible for planning, organizing, leading, and directing the activities of warehouse personnel. 

Key responsibilities: 
Materials Receiving and Dispatch 
• Manage materials receiving process by ensuring that received documents are cross checked and Goods inspected.
• Make sure that the documents and materials received from suppliers and other sources are accurate and complete.
• Liaise with the Supply Chain manager to advise Programs of potential inventory shortages and to provide update on stock levels. 
• Ensure that the cold chain system is organized, and that “keep-cool” items are handled appropriately. 
• Ensure timely dispatch of materials from the stores and accurate update of appropriate dispatch documents.
• Implement GSC (Global Supply Chain) SOPs (Standard Operating Procedures) on assets and inventory management. 
• Handle all Contribution in Kind (CIK) and Closed Grant Inventory 
• Ensure appropriate cooperating with partners’ warehouses. 

Warehouse Documentation 
• Stock cards and inventory systems are regularly updated.
• Standard warehouse documentation processes such as Delivery Report, Waybills, Store Release, and Stock Cards are accurately Implemented in accordance with IRC SOPs. 
• Warehouse activity book recording (i.e. Warehouse Register) for all outgoing and incoming receipts and activities maintained.
• That Warehouse Authorization Schedule is up to date and implemented. 
• Timely provide the finance department with the primary documentation for rent/services payments.

Warehouse Controls 
• 20% inventory cycle count for all stock is conducted monthly or as per IRC Inventory management SOPs. 
• Internal inventory checks are conducted and appropriate records accurately kept. 
• The correct stock procedures, (FIFO, FEFO, and LIFO) for goods in the warehouse are used.  
• That the storage facilities are well arranged with an appropriate layout and signs display in strategic locations.
• That Year-end inventory counts exercise is conducted and provide accurate reports. 
• Arrangement of rent/utilities/loading service payments. 
• Searching and contracting new warehouse.

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 the warehouse is regularly fumigated against pest, rats, rodents etc. 
• Ensure fire extinguishers are well maintained and periodically serviced.
 
Asset and Property  
• Ensuring that all assets are controlled and managed properly in accordance to donor-specific polices. 
• 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 pursuant to IRC and donor’s requirements.
• Develop and update warehouse material distribution plans as required.

Legal and Compliance 
• Identify, document and timely report any IRC Inventory management deviations following the mechanism in place for appropriate follow up. 
• Promptly Inform the Supply Chain coordinator/DDO any areas of concern or potential or suspected supply chain policy violations. 
• Provide constructive support to other functions to ensure effective compliance to policies & procedures. 
• Implement plans and tasks for warehouse optimization set by the SC manager / WH Senior Officer.
 
Deliverables (Required): 
• Clear handover and End of Mission report. 
• Set up Warehousing and Inventory systems preventing loss. 
• Review space utilization and implement changes to improve utilization rates and increase capacity. 

Requirements: 
Education: College degree or equivalent in Supply Chain Management, Logistics, Business Administration or related field  
Work Experience: At least 3 years of work experience in warehousing/supply chain operations. 
Prior experience of working in Logistics, Inventory or Warehouse management position in a multi-cultural environment.

Demonstrated Skills and Competencies: 
• Ukrainian (Russian), English written and spoken (Intermediate). 
• Competent with using computers, especially Microsoft Office Word and Excel spreadsheets and Outlook. 
• General knowledge of Warehouse procedures and tools.
• Strong sense of personal integrity.
• Attention to detail and ability to multi-task. 
• Team spirit and problem-solving abilities. 
• Excellent interpersonal and communication skills.  
• Remains productive when under pressure. 
• Demonstrates a systematic and efficient approach to work. 
• Relates and works well with people of different cultures, gender and backgrounds.