Warehouse & Fleet Officer

Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

Under the supervision and guidance of the Supply chain Coordinator, the Fleet and warehouse Officer is responsible for the day-to-day management and coordination of rented light vehicles and freight transport requests, handle vehicle databases and related documentations, processing payments for rental vehicles and freight transport. Ensure Hawassa field office warehouse management system is managed in line with the SCI standards.

The warehouse and Fleet Officer is responsible to ensure and support SCI in property handling and Program stock management as per donor and SCI guidelines. He/she will also be responsible for receiving and dispatching all program stocks and food commodities to and from SCI warehouses. He/ She will also be responsible for dispatching program items to implementation areas and hold responsibility for proper tracking and organizing warehouse documentation.

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.

Reports to: Hawassa Field office Supply chain Coordinator

Direct/ Staff directly reporting to this post: 7 Drivers 

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 ensure smooth operations and functionality of the Total Inventory Management (TIM) operation in a 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 damage. 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 utilize storerooms, displaying items in accordance with their natural homogeneity, discriminating against items that need special care and protection, locating fast moving item at accessible places, maintaining proper stock records.
• Provides periodic inventory of items for supervisors and staff.
• Ensure Stock and assets are tracked against the program, 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 correspondence in their respective files as per the established filing procedures.

Fleet management.

• Ensure monthly vehicle utilization report is analyzed 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 insurance coverage and fulfil all other necessary requirements.
• Laisse with maintenance service provider to ensure inspection of rented light and truck vehicles fulfil the required specifications.