Grade: 8B

Location: Freetown, Sierra Leone

Reports to: Supply Chain Manager

Closing Date: 5th July 2021

PROGRAM BACKGROUND:

Present in Sierra Leone since 1999, IRC supports the Sierra Leonean institutions – government, civil society, community-based organizations, and private sector – to provide improved social services, decrease youth unemployment and mitigate gender-based violence.  IRC do this through programs and partnerships designed to improve the life of women, youth, and children by implementing Health, Education, Youth and Gender Based Violence programming.  IRC has a Country Program office in Freetown, a regional Field Office in Kenema, a Field Office in Kono, Kailahun and Bo.

PURPOSE OF THE JOB:

The Warehouse Officer in Freetown is responsible for providing support to the day-to-day supply chain management of the IRC Freetown Supply Chain Department including mainly stores management, materials/supplies movement and facilities management.

SPECIFIC DUTIES AND RESPONSIBILITIES

1. Warehouse Safety Materials Receiving and Dispatch

• Manage and document materials receiving process (handling, storage)

• Inspection of materials during dispatch and up to date documentation

• Liaise with the Supply Chain Manager and advise Program of potential inventory shortages and provide update on stock level.

• Manage all Contribution in Kind (CIK) and Closed Grant Inventory

• Organize the replenishment of field Drugs Warehouse as need arise based on an approve requisition.

• Implement GSC SOPs on Pharmaceutical inventory management.

• Organize a cool chain system and ensure “keep-cool” items are handled appropriately.

2. Warehouse Documentation

• Update stock cards, bin cards and inventory system regularly

• Implement standard warehouse documentation processes i.e., Delivery Report, Waybills, Store Release, Bin Cards, Stock Cards.

• Maintain the Warehouse activity book recording (i.e., Warehouse Register) for all outgoing and incoming receipts and activities.

• Ensure Warehouse Authorization Schedule is up to date and display.

3. Warehouse Controls

• Participate and produce accurate report for Year End Counts exercise

• Fully participate in 20% inventory cycle count for all stock kept in the warehouse.

• Conduct internal inventory checks and keep records of all records including cycle count.

• Implement (FIFO, FEFO, LIFO) procedures for goods in the warehouse.

• Ensure Warehouse is restricted to visitors with appropriate signs display in strategic location.

• Manage casual laborers in the warehouse.

4. Warehouse safety and maintenance

• Implement and ensure clear safety procedures.

• Ensure the maintenance of warehouse building(s), fittings and equipment.

• Ensure warehouse is regular fumigated against pest, rats, rodents etc.,

• Maintain and service fire extinguishers regularly.

5. Reporting

The Warehouse Officer is responsible for preparing and submitting accurate:

• Inventory reports to supervisor and Supply chain coordinator by 1st of every month.

• Support with developing and updating of warehouse material distribution plans as required.

Warehouse Officer Competency’s matrix:

The Warehouse Officer competency matrix is the primary supporting document to this job description and the Inventory must ensure that all tasks are preformed to standard.

KEY WORKING RELATIONSHIPS

External: Suppliers, NGO’s, visitors from other IRC countries and Donors, Auditors or Implementing Partners who may visit the Kenema Field Office.

Internal: The Warehouse Assistant will work closely with the Supply Chain, procurement, and Admin officers and also the Field Manager, Program managers and coordinators, and with other IRC Staff from other IRC locations.

QUALIFICATIONS  

Education (Knowledge):

• Diploma from a recognized university or college in logistic/ business administration or similar professional qualification.

• Computer literacy and ability to use Microsoft Office.

Experience:

• At least two years of prior experience in a similar position with an INGO

Skills and Abilities:

Preferred:

• Honest, reliable and trustworthy.

• Ability to work extra hours and on weekends if required

• Ability to maintain the highest degree of discretion, confidentiality and a strong sense of personal integrity.

1. Knowledge of store-keeping and asset management would be an advantage

• Proven skills in House Keeping (i.e., neatness, orderliness etc) with strong organizational experience.

• Excellent organization. Attention to detail, closely following established procedures.

• Ability to organize task, plan work well and identify priorities.

• Must have good health record, Ability to work under pressure especially in times of emergency with ability to work independently.

• Honest, responsible and in good physical condition to meet the demands of job.

• Must be able to read, write, speak and understand English well.

2. Computer proficiency a must

3. Highly motivated and solutions-oriented individual with ability to work independently and ability to use initiative.

• Ability to multi-task.

Mandatory:

• Committed to the mission and principles of the International Rescue Committee.

• Operational management – understand IRC policies and systems and applies them effectively.

• The ability to work within a team environment.

• Ability to work with all grades of staff;

• The ability to solve basic problems;

• Can identify issues and problems early and inform line manager;

• Respectful both within the organisation and with external interactions;

• The ability to adapt and learn, accept constructive criticism and instructions from superiors;

• Can communicate well both verbally and in basic written communication across all departments;

• Lives up to commitments and works towards the aims of the organisation.

Standards for professional Conduct (IRC Way)

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability.  In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

WOMEN ARE STRONGLY ENCOURAGED TO APPLY

Mode of Application:

All applications must be done using the below link and should include a cover letter, updated CV, names of three referees and their active telephone and email contacts, copies of professional certificates and testimonials.

Please ensure that all attached files are less than 2 megabytes (2MB) for any one message that is sent.

A copy of your application letter, updated CV, labour card and all other supporting documents should be sent to the NGO Desk Officer, Ministry of Labour - New England or to the nearest Ministry of Labour office nationwide.