Job Purpose:

• In line with Concern Worldwide-Ethiopia overall logistics manuals and specific warehousing & commodity management guidelines, The Warehouse and Asset manager is responsible to implement high standards of warehouse and asset management practices in a professional and systematic manner. He/she is expected to establish methods and best principles to enable the organization belongings controlled and tracked at all the time. The warehouse manager is highly responsible for proper management of Fixed Assets, IT equipment, high value items and medical supplies delivered for country program implementation. He/she is also expected to insure the central warehouse is well maintained in an orderly manner, responsible to keep and share periodic reporting to relevant bodies (donor, senior management teams...) in a timely manner. The warehouse and asset manager is accountable for proper recording and documentation of all the necessary warehouse issue documents for future reference and audit need. He/she should manage warehouse staffs under his/her supervision as per the organization staff and HR principles and regulation.  

Main duties & Responsibilities:

• Under the System coordinator and Systems Director supervision, coordinate and follow up the day-to-day country office warehouse and asset management functions in line with Concern WW warehousing & commodity management manual.

• Insure high-level warehouse and asset management practices through improved warehouse and good storage management concepts carried out.

• Maintain high quality of warehousing activities by minimizing possible damage and loss of supplies during the course of checking & receiving, Issuing & handling, identifying & dispatching, inspection, recording, reporting and documentation.

• Update country’s FAR- fixed asset register master list regularly up on asset movement (in or Out) and share updated report to responsible bodies in a quarterly basis and when required.

• Support and lead the warehouse team on routine warehouse operation, check and insure the operation goes smoothly and meeting the required standards.  Responsible to receive, handle, inspect and dispatching of medical supplies and high value equipment.

• Ensure that pharmaceutical stocks are kept separately from non-medical stocks and in appropriate storage conditions.

• Ensure tracking of expiry dates and batch numbers, as well as compliance with the principle of FEFO (first expiry, first out)

• In collaboration with health and nutrition programs, perform regular consumption projections to help prevent or mitigate stock outs and/or overstocks/expiries

• Follow daily deliveries of supplies and share requesting section and transport team for planning and action.

• Ensure all organization’s assets are properly recorded, tagged and movement is tracked per Concern and donor’s asset management policy.

• Specify and track organization Asset per donor and location, share periodic reporting of Asset movement as required and deal Asset disposition as per the procedure.

• Follow condition Asset, segregate and place properly and undergo disposal of Asset when required as per Concern and ACSO guidelines.

• Support the program team in proposal development in the procurement plan for medical goods.

• Coordinate with area office logistics officers and get monthly stock report, review and   consolidate monthly stock report for management consumption.

• Plan for support visit to coordination offices and monitor the works of ground team. Review issue documents and proper management of organization supplies and Asset at field level.  

• Create good working environment within the team and ensure team are motivated to perform their duty. Arrange regular capacity building and on job training to warehouse team at Head Office as well as Coordination offices.

• Supervise stock records- bin and stock cards for all the supplies for country program is updated in a timely manner and correctly. Ensure all store documents are properly used in all time

• Ensure for the compliance of minimum donor standards like; separate stock records per donor

• Coordinate with the procurement team, plan and organize warehouse space for upcoming supplies as per PO/contract delivery schedule    Establish reorder level for consumable stocks/ supplies like; clearing materials, stationeries, IT machine tonners and fast moving spare parts and ensure supplies are restock before being stock out.

• Report immediately when discrepancies, theft or damaged inventors identified or suspected

• Check stores physical structure and report immediately when maintenance is required

• Monitor sensitive or perishable supplies like medicine with due care and ensure proper store handling in placed and ensure medicines are issued within a reasonable shelf life

• Establish good checking system for arrived supplies involving relevant technical team

• Ensure all assets in HO are registered on excel FAR master register sheet. Also ensure assets are tagged and labelled

• Maintain health and safety in the work place

• Plan, recruit and manage casual workers for loading and offloading supplies

• Ensure proper handover take place to coworker when you are away for leave or any reason.

• Plan and support the field offices in warehouse and asset management activities and provide required supports including on job training for field office store keepers

• Maintain and organize HO warehouse for year-end inventory counting

• Follow staff management under supervision

• Evaluate team performance as per HR tool- PDR

• Perform other duties assigned by your immediate supervisor.

• Produce a consolidated stock report of Head Office & coordination office monthly and copy to relevant program and support staff

• Prepare and share a consolidated final year end FAR report as per Concern’s and donor’s assets management policy and procedures and share with finance and HQ.

• Share stock reports per donor and location….. and share to relevant bodies.

• Prepare and share year-end inventory report for Head office and coordination office

Gender Equity         

• Demonstrate understanding of Concern Ethiopia’s Gender Equality Strategy

• Contribute to ensuring that Concern Ethiopia is a place where men and women are treated equally and with  dignity and respect

• Demonstrate gender equality awareness and gender sensitivity and an ability to integrate a gender equality perspective into tasks and activities

Accountability

• In line with Concern’s commitments under the Core Humanitarian Standard (CHS):

• actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E);

• work with relevant colleagues  to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed; work with relevant colleagues  to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities.

Emergency response       

• Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and the Ethiopian Programme is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.

Safeguarding

• Able to seek appropriate advice and report concerns, and feel confident that they have been understood.

• Understands local safeguarding structures and arrangements.

• Practises in a manner that seeks to reduce the risk of abuse, harm or neglect.

• Identifies and refers to appropriate services any other associated persons including carers, family members and children at risk.

• Able to document safeguarding concerns, and maintain appropriate record keeping, recording the wishes and views of the adult or child at risk, differentiating between fact and opinion.

Job Requirements

Personal specification

• Qualified in MA or BA Degree in Supplies Chain Management or related fields

• Basic warehouse and commodity management training

• Having pharmacy professional/Health background is advantageous

• Apply technical or administrative skills requiring intermediate knowledge of procedures and systems to perform the requirements of the job; skills and knowledge are typically acquired through formal education.

• 5 years of relevant experience with the first degree.

• 3 years of relevant experience plus post graduate degree.

• 1 year supervisory skill.

• NGO experience is a plus.

• Excellent communication and reporting skill

• Computer literate with a comprehensive knowledge of MS Excel

• Fluency in English.

• Ability to work under pressure to meet tight deadlines.

• Honesty and Integrity

Competency  

• Proven management skills

• Project management experience

• Proposal and report writing skills

• Excellent representational skills

• Excellent communication and interpersonal skills

What we offer

• A competitive salary and benefit package

• Excellent medical benefits (100% cover including dependents)

• 20 days annual leave

• 26 weeks (paid) maternity leave, 18 weeks (unpaid) parental leave

How to Apply

Interested applicants should send non-returnable C.V., application letter outlining how their experience and education fit this vacancy, please note that no need to submit your supporting documents at this stage:

Interested applicants should apply through THIS LINK

Only short listed candidates will be contacted

Safeguarding at Concern: Code of Conduct and its Associated Policies

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, working or volunteering with Concern is subject to a range of vetting checks, including criminal background checking.

Women and people with disabilities are particularly encouraged to apply