Job Title: Supply Chain Assistant – Logistics (Fresher Jobs)
Organisation: International Rescue Committee (IRC)
Duty Station: Arua, Uganda
About US:
The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their lives. Founded in 1933 at the request of Albert Einstein, the IRC works with people forced to flee from war, conflict and disaster and the host communities which support them, as well as those who remain within their homes and communities. At work today in over 40 countries and 25 U.S. cities, we improve outcomes in the areas of health, safety, economic wellbeing, education, and power.
Job Summary: Reporting to the Supply Chain Officer, the Supply Chain Assistant-Logistics is responsible for the efficient coordination and management of all warehousing, inventory transport, fleet, and equipment management functions for IRC’s office in Arua. The position will also be responsible for the standardization of policies and implementation of good warehousing and fleet management practices in Arua Field Office.
Key Duties and Responsibilities:
- Understand, implement and / or maintain standard IRC inventory management policies and procedures.
- Manage and document the receipt, handling, storage, release and reporting of goods through the IRC warehouse(s).
- Advise the Supply Chain Officer of potential inventory shortages.
- Manage casual laborers in the warehouse.
- Ensure the maintenance of warehouse building(s), fittings and equipment.
- Implement and ensure clear safety procedures.
- Implement and ensure clear loading / unloading procedures, correct stacking and turnover (FIFO) procedures.
- Advise the Supply Chain Officer of warehouse-specific issues or improvements.
- Maintain the Warehouse activity, book recording all outgoing and incoming receipts and activities.
- Update as per IRC requirements, the Asset register, Asset inventory list and expendable store inventory list and produce monthly reports.
Fleet Management
- Work with the Supply Chain Officer to design a suitably staffed and equipped transport function to support the IRC’s vehicle operations and policies.
- Implement and direct IRC standard Vehicle policies and procedures, with particular attention to safety and security issues.
- Manage and be accountable for the vehicle fleet, ordering and inventory management of all vehicles related parts and consumables, including fuel.
- Evaluate, manage, and monitor drivers.
- Supervision of IRC mechanics and general management of vehicle spare part stores and garage.
- Manage the vehicle pool (if applicable).
- Ensure that appropriate communications equipment is installed and functioning in IRC vehicles to meet the operational and security requirements.
- Ensure the correct and timely routine maintenance and repair of IRC vehicles and generators.
- Ensure that all vehicles carry the required on-board documentation and that all documents are kept current (including insurance).
- Inspect and record condition of vehicles, by maintaining weekly checklists file and ensuring that Vehicles logbooks are accurately filled.
- Carry out regular training to all drivers on basic vehicle mechanic skills, daily vehicle inspection, drills on safety driving, defensive driving, use of Codan, etc.
- Ensure all vehicles are properly cleaned on daily basis.
- Prepare weekly and monthly report on the transport department and discuss with Supply Chain Officer.
- Signing on vehicle fuel forms for refueling and keeping accurate records and monitoring system on fuel consumption.
- Work with the Supply Chain Officer to ensure that vehicles are prepared for routine and emergency security requirements.
- Ensure that all vehicles are secure when not in use.
- Be familiar with local regulations / laws.
Goods reception and transport
- Assist in receiving all supplies.
- Keep an accurate and up-to-date record of the store contents and inward and outward movement of goods in the warehouse register or stock cards.
- Responsible for arranging and overseeing the transportation of goods in accordance with IRC procedures.
- Prioritize dispatch needs in conjunction with program.
- Prioritize air road transport in coordination with the program department and field sites.
- Where necessary organize or carry out the transportation of goods to the carrier premises for onward road shipment.
- Supervise truck loading and documentation follow up.
Warehousing and Inventory
- Monitor security of IRC’s storage and supplies.
- Receive completed store’s request forms and prepare the goods for issuance.
- Ensure goods and equipment are signed for received on the request form (office expendables) or waybill (all other items).
- Prepare a monthly report for the expendables store outlining all stock movements and remaining balances.
- On a monthly basis, work with the Supply Chain Manager to reconcile the Warehouse register in the Asset tracking sheet and equipment issuance forms.
- Update the stock record cards regularly.
- Conduct routine inventory inspection and submit report to the Supply Chain Manager in a timely manner.
Asset Management
- Advise the Supply Chain Officer of asset-specific issues or improvements.
- Update as per IRC requirements, the Asset register, Asset inventory list and expendable store inventory list and produce monthly reports.
- Monitor security of IRC’s assets and supplies.
- Receive completed store’s request forms and prepare the assets for issuance.
- Ensure assets are signed for received on the Equipment issue and receipt form.
- On a monthly basis, work with the Supply Chain Officer to reconcile the asset register and Asset tracking sheet and equipment issuance forms.
- Update the asset register regularly.
- Conduct routine asset inspection and submit report to the Supply Chain Manager in a timely manner.
- Keep an accurate and up-to-date record of asset inward and outward movement in the Asset register.
Qualifications, Skills and Experience:
- The applicant must hold a Bachelor’s Degree in Procurement and Logistics Management.
- Minimum two years’ work experience in warehouse and Fleet Management.
- Knowledge of generic Supply Chain management systems and forms.
- Physically mobile, able to lift 30kg without strain.
- Competent in spoken and written English.
- Good mathematical skills.
- Competent use of pc especially spreadsheets (format / sort / filter).
- Strong collaborator and influencer with effective interpersonal and analytical skills who is able to work seamlessly across cultures and organizational units.
- Able to work effectively in a highly matrixed structure.
- Strong financial management and budgeting skills.
- Excellent training and coaching ability.
- Ability to work in remote field offices.
- Strong sense of personal integrity.
- Attention to detail.
- Ability to multi-task.
- Team spirit and problem-solving abilities.
- Flexibility and adaptability.
- Desire to learn.
How to Apply:
All suitably qualified and interested applicants should apply online at the link below.
Deadline: 31st January 2024