ORGANIZATIONAL OVERVIEW
FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, civil society, gender equality, youth, research, technology, communication, and social marketing โ creating a unique mix of capabilities to address today's interrelated development and humanitarian challenge in more than 70 countries. FHI 360โs Crisis Response team is responding to the humanitarian emergency in Northern Ethiopia, focusing on emergency health, nutrition, protection and WASH activities to support the goal of reducing morbidity and mortality.
POSITION OVERVIEW
The Warehouse & Fleet Assistant , as part of the Administration and Operation team, is responsible to manage all responsibilities related to warehouse stock & asset management, Fleet & vehicles management where appropriate to provide support to field teams through assessment, coaching and accompaniment. Position holder directly report to the Logistics Officer of the Field office
KEY RESPONSIBILITIES AND DELIVERABLES-WAREHOUSE MANAGEMNT
- Ensuring that all incoming goods are as per requests and specification and GRNs are timely prepared.
- Making sure that all goods are packed and stored properly, safely, and securely and also store house is well protected.
- Arrange store items according to the nature of the items and design the floor map accordingly.
- Maintaining a stock tracking record and timely reconciliation against Finance records.
- Implement all store management documentations in place, ensure all the field offices are following the same standard procedure and guide all to maintain similar records.
- Check for expiry dates, maintain records for expiry dates, and notify supervisors for any item that is damaged or expired for standard disposal procedures and local requirement.
- Ensure the store is arranged in such a way that identification of any item is clear, items are stacked in a logical sequence and marked with store label.
- Ensuring that stock levels are recorded correctly on bin cards/Stock cards/.
- Responsible for maintaining the accuracy of stores.
- Checks deliveries of goods for quality and quantity and record details on GRNs
- Issue goods from stock only on receipt of an authorized Stock Request Forms
- Coordinate the loading and unloading process of goods when arrival and dispatch.
- Initiate Purchase Requisitions (PR) at Reorder level (EOQ)
- Compile regular stock reports and stock reconciliations and ensure that discrepancies in the stock levels are reported to the line manager.
- Ensure that all health and safety procedures are operational in the store house as per FMHACA and the organization requirement.
- Follow up the maintenance of the store house and separation of medical items vis a vis other supplies as per local law.
- Generate monthly Warehouse report.
- Take the leading role in distributing bulk purchases to the Field Offices.
FLEET MANAGEMENT
- Communicate and collaborate with staff to schedule and coordinate vehicle movements, assess and plan routes, and assign drivers to ensure optimal resource use and meet program needs per required schedules and standards.
- Apply all vehicle management operating procedures in compliance with agency travel and vehicle-related policies, local legal requirements, and donor regulations.
- Supervise and coach assigned drivers to ensure safe and secure driving and strict adherence to CRS vehicle policies.
- Monitor and report on the physical security of all motorized assets, spare parts, and fuel.
- Perform regular diagnostic checks of all motorized assets and act for timely and quality maintenance and repair. Review stocks of fuel, spare parts and equipment inventory and provide recommendations for acquisition and/or replacement.
- Coordinate and assist to obtain vehicle customs clearance, registration, insurance and plates. Supervise and facilitate the maintenance of all records related to the fleet and fleet operations. Review required documentation for accuracy and completeness and file per established standards.
- Maintain the Vehicle Management System for proper accountability. Prepare reports to assist decision-making for effective and efficient fleet management, as well as disposal and acquisition recommendations.
- Promote accurate logbook recording by drivers and riders to ensure equitable charging of projects.
KEY RESPONSIBILITIES AND DELIVERABLES-ASSET AND INVENTORY ITEMSโ MAINTENANCE
- Updateโs asset register participates in a physical stock inventory check annually and as needed. Works to prevent stock discrepancy (theft and damage).
- Supports the proper maintenance of all assets and equipment and reports defects.
- Prepares documentation to track the movement and change of status of assets.
- Supports timely disposal of damaged and obsolete items; generates asset disposal reports.
- Contributes to weekly and monthly inventory and asset reports, yearly asset count report.
- Keeps filing system for Assets up to date.
- Liaise with the appropriate maintenance / technical staff and arrange for the repair of any non-mechanical assets or inventory items reported faulty, e.g. computers, office equipment etc. and ensure that the staff receive timely and quality service on their requests for repairs and maintenance.
- Follow the standard FHI360 Repairs & Maintenance requests procedure and document all requests for repairs for assets and inventory items being processed, ensure that documentation and fault reports is clear and complete, and always keep this documentation for assets / inventory filing.
- Participate in Asset disposal and Fixed Asset Inventory
- Act as focal point for the project for maintenance and repairs of non-mechanical assets
- Ensure proper handling of warehouse goods and properties with consistent management and use goods receiving notes, good issue and bin-card.
- Handles Receiving and issue of commodities and other materials from store.
- Ensure proper reconciliation of physical count with bin cards and stock cards and report the results to the commodity accountant/line manager regularly.
- Create well-structured filing system & ensure a system of STAMP on the supporting documents (waybills, models etc.)
Applied Knowledge & Skills:
- Ability to gather, recommend and summarize data for reports, finds solutions to various administrative problems, and prioritizes work.
- Work requires attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines.
- Demonstrates understanding of the area of specialization, of program procedures, methods, and practices to include knowledge of program and staff responsibilities.
- Uses established filing and data systems, functions, and/or procedures that require knowledge of the program.
- Understands software used to perform day-to-day functions.
- Uses office software programs, information systems, and office equipment to access, input, and verify standard information.
- Communicates information clearly to staff, clients, and/or public about services, processes, and procedures using prescribed or established guidelines.
- Utilizes program specific terminology.
- Gathers readily available information from office records to drafts e-mails, memos and other documents.
- Proofreads documents for grammar, spelling, punctuation, and basic formatting.
- Provides answers to requests for general information.
- Records and documents information accurately.
Problem Solving & Impact:
- Recognizes, defines, and resolves non-standard problems using operating procedures, practices and established precedents.
- Resolves recurring issues and problems as well as some unique situations.
- Anticipates problems and develops recommendations for management resolution.
- Detects and corrects errors resulting in a reduction in moss time and customer/user dissatisfaction.
Supervision Given/Received:
- General supervision and instructions given for routine work and detailed instructions with periodic work review given for new activities or special assignments.
- Contacts are typically with individuals within own department and with contacts outside own organization.
- Contacts involve obtaining or providing information or data requiring some explanation or interpretation.
Education:
- Associate degree or BA Degree in Management/ Purchasing and supplies Management/ Business Fields or pharmacy/. International Equivalent in Business Administration or Related Field.
Experience:
- Minimum 2 years of experience in managing store activities and NGO experience is preferable.
Typical Physical Demands:
- Typical office environment.
- Ability to sit and stand for extended periods of time.
Technology to be Used:
- Personal Computer, Microsoft Office 365 (i.e. Word, Excel, PowerPoint, Skype/TEAMS, e-mail), office telephone, and printer/copier.
Travel Requirements:
- Less than 10%
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicantsโ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicantโs tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.
FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
FHI 360 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment process. If you have questions or concerns about correspondence from us, please email CareerCenterSupport@fhi360.org.
FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others โ and yourself.Please click here to continue searching FHI 360's Career Portal.
- Less than 10%
- Personal Computer, Microsoft Office 365 (i.e. Word, Excel, PowerPoint, Skype/TEAMS, e-mail), office telephone, and printer/copier.
- Minimum 2 years of experience in managing store activities and NGO experience is preferable.
- Associate degree or BA Degree in Management/ Purchasing and supplies Management/ Business Fields or pharmacy/. International Equivalent in Business Administration or Related Field.