Logistics Assistant ( warehouse)

Responsibilities and tasks

Store management

- To be the focal point for all issues regarding the warehouse for the base in support of the Logistics Officer

- To assist the Logistics Officer in ensuring the formal communication linked to the store within the base

- To assist the Logistics Officer in managing and organizing the receiving, storage, and shipping of all supplies at the warehouse, directly or indirectly

- To assist the Logistics Officer in ensuring all requests of stock are sent and delivered to the requesters (project managers) in a timely manner

- To assist the Logistics Officer in communicating all delays or variances in inbound/outbound freight to the appropriate parties

- To assist the Logistics Officer in monitoring the quality of products at the time of reception in coordination with the logistics officer(s).

- To assist the Logistics Officer in regularly monitoring the quality of products during storage. Pay special attention to expiration dates (if applicable)

- To assist the Logistics Officer in planning warehouse layout and space requirements (to prevent loss or damage, to achieve warehouse optimization) and organize the implementation

- To assist the l Logistics Officer in coordinating with transporters for deliveries and transport, with support from the Logistics Officer

- Supporting the Logistics Officer in the yearly cleaning of the warehouse, give recommendations on possible liquidation of items remaining in storage and not rotating

- To assist the Logistics Officer in ensuring the equipment and machines used by teams are cleaned before returning to the store

Documentation, Coordination and Reporting

- To ensure and dispatch, receipt documents (Good Receive Note/Delivery Note/Stock Transfer Sheet/Way Bills)are complete and archived in compliance with PU-AMI standards

- To ensure [AD1] that a regular follow-up of the warehouse documents is done: on a daily (stock cards) and weekly basis (Excel stock report, delivery plans)

- Share the follow-up with the appropriate parties

- Undertake a physical inventory at least once per month with the Identify discrepancies between inventory records in support of Logistics Officer and take action, with the support of the Logistics Manager and the Logistic coordination

- To assist the Logistics Officer in maintaining strict control over inventory levels in order to meet internal and external demand of product; ensuring a regular reporting to the program teams so they can anticipate their needs

- Regularly meet with the other Logistics and/or program teams in order to organize and plan the next deliveries and distribution plans and anticipate needs and challenges

- Work with the program teams in order to clarify their needs and ensure a good understanding of PU-AMI procedures to optimize the work between the teams in support of the logistics officer

- Develop and implement new tools if necessary, regarding the warehouse management in support of the Logistics Officer

- To update the stationaries, cleaning, and any other supplies stock reports

- To request small supplies based on the conducted inventory and its results

- Responsible for the proper filling and archiving of all documentation related to the storage and small supplies as per PU-AMI procedures

Staff management

- To participate in the continuous training of warehouse staff and regularly test their knowledge on warehouse procedures

- In coordination with the Logistics Officer make provisions for the staff and necessary equipment for loading / unloading

- Assist the Logistics officer in supervising the team of daily workers for storage activities

Maintenance of storage premises 

- Monitor the storage facilities and infrastructure both from inside and outside: locate damages and propose the necessary repairs to the Officer

- Organize and supervise cleaning (and regular disinfection if necessary) of storage spaces

- Introduce protection against insects and pests inside the storage spaces and apply treatment upon the first sign of infection in support of the logistics officer 

- Ensure adequate ventilation of the storage premises in support of the Logistics officer

- Ensure the equipment and machines used by teams are cleaned before returning to the store in support of the Logistics officer

Security

- Report potential security incidents to the Logistics Manager and Security focal point Manager

- To monitor the expiry dates of the fire extinguishers and to request any needed safety items

- To share security information with the logistics Manager and HAM/HAO

- To understand and obey traffic law and regulations

- Support the Logistics Manager in any logistics activities at base level, as per needs of the department

The tasks and responsabilities defined in this job description are not exhaustive and can evolve depending on the project needs

Qualifications

Mandatory requirements

- Language Skills: Fluent in Arabic and Good in English, (speaking/ reading/ writing)

- Education Degree: University Degree or Technical Certification - Very good knowledge in warehousing management and storage procedures – General technical knowledge

- Work experience: Previous relevant experience in a logistics function and preferably in an NGO

- Computer skills: Good knowledge in Microsoft and Pack Office (Word, Excel, Outlook, Internet) and Reporting

Other requirements

Valid driving license (1 year minimum)

Assets

Other knowledge: Acquaintance with NGO' rules, principles, procedures and regulations

Interest: Work in relief

Transversal skills

Take initiatives and works independently

Honest and trustworthy

Team Worker

Quality Oriented

Reliable, rigorous and well organized

Motivated and dedicated to his/her job

Able and willing to learn to extend his/her scope of work

Able to manage time and  priorities under stress

Motivated and dedicated to his/her job

Able to think creatively

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