Warehouse Officer

TITLE: Warehouse Officer

TEAM/PROGRAMME: Supply Chain
LOCATION: Cairo Office

GRADE : ‎4
CONTRACT LENGTH: ‎6 Months

CHILD SAFEGUARDING:
Level ‎3: the role 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 in country programs; or are visiting country programs; or because they
are responsible for
implementing the police checking/vetting process staff.

ROLE PURPOSE:

Responsible for planning, daily management, reporting for one or more of SCI
Warehouses, updating and keeping the Total Inventory Management System "TiM"
updated for all transactions, and compliance with SCI policies and procedures.
Collaborate and coordinate with Programs/Support Departments and Field Offices
to ensure a harmonized operational system. Ensuring timely and effective
warehouse activities and services to support timely program implementation and
ensuring storing and recording purchased goods at TiM, and in compliance with
donor rules and applicable laws and Child Safeguarding policies.
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.

SCOPE OF ROLE:

Reports to: Supply Chain Manager
Staff reporting indirect to this post: Warehouse Assistant/store keeper

KEY AREAS OF ACCOUNTABILITY:

‎1. Programme stock implementation/management
* Coordinating, preparing, extracting information requested for receiving stock and items at the warehouse, and support in drafting Distribution plans, and update on a quarterly basis by arranging and conducting meetings with head of departments and budget holders.
* Distribution plans and warehouse activities agreed are meeting lead times and program needs.
* Prepare and effectively communicate the status of stock at the warehouse and the distribution plans in monthly basis or upon need, analysis and advice relevant staff for action or / and support needed.
* Updating requester, budget holder and area manager on the stock for each grant, notifying them on the remaining inventory and shelf-life dates on monthly basis.
* Ensure the store documents updated and in a manner that simplifies identification and retrieval.
‎2. Stock Management
* All stored Items and Stock have clear specifications, Donor Information, Shelf-life dates if applicable, and all stock cards are updated.
* Assuring stock cards have valid budget codes, Qty's and stock movement track.
* Ensure that the stock storage conditions matching the manufacturer recommendation for the items and stocks received at the Warehouse.
* Ensure the stock is handled based to FIFO and FEFO and all other Warehousing management fundamentals. and
- Ensuring Receive and process the transactions of (Good Receive note - GRNs)
and (Stock release forms - SRF) are reflected, updated and approved at (Total
Inventory management - TiM) in timely manner.
* Ensuring that the GRN reflects the correct invoices value, quantities and items specs for items delivered correctly and it is approved by the program team.
* Ensure a preventive stock check for a randoms items in weekly and monthly basis, report and investigate any Differences or / and damages at the stock.
* prepare and support for the yearly two stock checks (mid-year and End year) stock checks and ensure the stock checks procedures are compliant with SCI and donor regulations.
* Ensure records of Trucks, vehicles and / or any other main of transport used for transporting stock in or out of the warehouse with record of the stock was transported in those trucks done and updated regularly and able to issue needed reports.
‎3. Warehouse management:
* All warehouse activities is carried out in accordance with appropriate Save the Children policies, standards, SCI Global Procurement and Warehouse Policy and Manuals and where required, donor rules.
* Provide advice and support on maintenance, repair and management for the warehouse facility, utilities, assets, and equipment.
* Provide updates and manage the warehouse capacity for facilitating the stock and items per Qty and Type
* Hiring External workers and needed equipment for the Warehouse activities upon need per SCI procurement manual and processes.
* Make sure the warehouse is secure and have all the required security and safety procedures working and updated, for example, CCTV systems, alarm System, fire extinguisher.
* Ensuring warehouse KPIs are maintained within the minimum requirement by making sure the stock Distributed on timely manner, and avoiding accumulation of stock.
‎4. Team management and capacity building
* Individual coaching, supervising and consultation to enhance the capacity of colleagues in the department and ensuring warehoused processes are in compliance with SCI Global warehouse Policy and Manual.
* Conduct warehouse refresher sessions on policy and system (TiM) for departments and programs
* External relationships/Representation
* Support in Delivering the SCI Child Safeguarding induction for the suppliers including (Money Laundry, Human Traffic, Anti-Fraud etc…).
‎6. General
* Assure all stock reflected and recorded at (Total Inventory Management - TiM).
* Ensure and analyze the stock Monthly Reports and share the narrative of the findings with the Area Manager, budget holders, head of departments, and Head of Supply Chain.
* Making sure all stock processes are documented and archived in soft and hard copies and are well organized and ready for internal/external audit reviews.
* Cooperate with relevant departments to ensure proper tracking methods are followed to monitor the movement/changes of any stock levels and always ensure proper control/handling of stock.
* Ensuring damaged or broken stock are reported and filing of all damaged / missing form.
* Assure Quarterly Physical Checks are done on inventory items and missing items/ stock reported correctly.

BEHAVIOURS (Values in Practice )
Accountability:
* holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
* holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
* sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
* widely shares their personal vision for Save the Children, engages and motivates others
* future orientated, thinks strategically and on a global scale.
Collaboration:
* builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters.
* values diversity, sees it as a source of competitive strength.
* approachable, good listener, easy to talk to.
Creativity:
* develops and encourages new and innovative solutions.
* willing to take disciplined risks.
Integrity:
* honest, encourages openness and transparency; demonstrates highest levels of integrity.

QUALIFICATIONS
* University degree in a relevant field of study
* Written and spoken English and Arabic.

EXPERIENCE AND SKILLS
Essential:
* Minimum ‎3 years of experience in Supply Chain; preferably within a humanitarian context.
* Fluency in both Arabic and English written and verbal
* Proficient in MS Office applications, Procurement & Warehouse software/system.
* Strong organization and negotiation skills and good attention to details.
* Ability to write reports and business correspondence.
* Good communication and influencing skills. Ability to effectively communicate with multi-level personnel as well as vendors and their representatives.
* Ability to work in and contribute to team building environment.
* Strong interpersonal and communication skills.

Additional job responsibilities
The duties and responsibilities as set out above are not exhaustive and the
role holder may be required to carry out additional duties within
reasonableness of their level of skills and experience.

Equal Opportunities
The role holder is required to carry out the duties in accordance with the SCI
Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:
We need to keep children safe so our selection process, which includes
rigorous background checks, reflects our commitment to the protection of
children from abuse.

Safeguarding our Staff:
The post holder is required to carry out the duties in accordance with the SCI
anti-harassment policy

Health and Safety
The role holder is required to carry out the duties in accordance with SCI
Health and Safety policies and procedures.

JD written by: Supply Chain Manager
Date: ‎12/‎2023

JD agreed by:
Date:

Updated By:
Date:

Evaluated: HR Department
Date: ‎12/‎2023

The Organization
We employ approximately ‎25,000 people across the globe and work on the ground
in over ‎100 countries to help children affected by crises, or those that need
better healthcare, education and child protection. We also campaign and
advocate at the highest levels to realise the right of children and to ensure
their voices are heard. We are working towards three breakthroughs in how the
world treats children by ‎2030:

• No child dies from preventable causes before their 5th birthday


• All children learn from a quality basic education and that,


• Violence against children is no longer tolerated

We know that great people make a great organization, and that our employees
play a crucial role in helping us achieve our ambitions for children.We value
our people and offer a meaningful and rewarding career, along with a
collaborative and inclusive workplace where ambition, creativity, and
integrity are highly valued.

Application Information:
Please apply using a cover letter and up-to-date CV as a single document.
Please also include details of your current remuneration and salary
expectations. A copy of the full role profile can be found at
www.savethechildren.net/jobs We need to keep children safe so our selection
process reflects our commitment to the protection of children from abuse.