Logistics Assistant/Storekeeper

Job Description

Position Summary

Stock management

• Ensure that stock is kept in a secure, clean and orderly environment, following the best safety and handling policies available;
• Guarantee the duly physical reception and issuing of stock including assistance with loading / unloading, stock inspection and the appropriate quantity of daily workers according to ACTED policies; 
• Organize physical inventories and facilitate logistics internal audit missions;
• Maintain accurate and up-to-date inventory records and ensure that inventory reports are immediately available for external partners as required.  Notify any capacity or inventory problems on a timely matter;
• Responsible for providing stock reports to capital, base log officer and base coordination;
• Set up system, implement documents and procedures & develop forms when necessary;
• ONCE AVAILABLE Update ASSIST software data, each movement must be immediately update in ASSIST software and confirmed until the end of the day;
• Create new Stock/Stack Card with Opening Balance, for each new item should be created a stack/stock card with opening balance;
• Inception Report, for each arrival of materials, record quality check on random samples in the Inception Report;
• Maintain up to date stock control Tools including stock cards, and movements report;
• Perform quality checks on reception and delivery of item and carry out regular verification of stock in place;
• Notify any capacity or inventory problems on a timely matter;
• Conduct physical assessments of the warehouse based on ACTED own checklist including facilities, equipment, safety and security;
• Monitor and assess the availability of space and supervise the stacking in order to maximize the usage of the premise;

Warehouse Management

• If necessary, set up new storage locations which may include installation and assembly of temporary warehouse structures (Mobile Storage Units) and deployment of containers;
• Conduct physical assessments of the warehouse based on ACTED own checklist including facilities, equipment, safety and security;
• Monitor and assess the availability of space and supervise the stacking in order to maximize the usage of the premise;
• Under supervision of coordination, assist on development and implement material-handling procedures according to the best practices;

Procurements Support: 

• To provide delivery documents for Scenario “A, B, C” delivery follow up, waybills, reception vouchers or packing list) for each delivered contract to FLAT focal point immediately after delivery completion. 
• Manage and control running costs of base’s maintenance, utilities and office supplies.
• Responsible for collection of all product (asset) related documents (quotations-invoices) /warranty cards from vendor at the time of purchase.
• To update weekly Order Form Follow Up folders.
• Must submit all equipment / premise requests with appropriate format to / Logistics Officer or PRO_02_ Order Form).
• Collect order form for monthly communication recharge from HR/Admin on every 1st of each month and make sure that all staff collect their recharge on or before 8Th of each month.

Asset management:

The LOG Assistant/Storekeeper is in charge of assets at the base level for ACTED in Hudaydah and his/her key responsibilities listed but not limited as below:
Asset management:

• Account for the overall compliance with assets, properties and premises management procedures;
• Supervise the safety and effective use of all ACTED assets and properties in Dhamar office;
• Ensure that all hardcopies of Assets cards, Assets List and Assets Maintenance Sheets are printed and updated;
• Assist the Logistics officer to be account for the overall compliance with assets, properties and premises management procedures;
• Regularly verifies the Asset Documentation (Asset Card, Maintenance / Repair Card, AST-05_Monthly ASSET Follow Up);
• Assist the Logistics Officer to control that Assets file is updated with all necessary documents (vouchers, technical manuals, repair and maintenance documents).
• Responsible for registration of newly procured asset on Asset Reception Sheet and label them.

Other property management & follows up:

• Account for all program and non-program inventories in the office
• To receive Order form – cross check the items and ensure the OF filled with clear descriptions, delivery timeline, delivery location as well as the budget has validated by Finance; 
• Understands and fully adheres to ACTED purchasing procedures and financial rules and uses these to ensure transparent and accountable purchasing activities.
• Produce and maintain a list of ACTED property around the warehouses (AST-06);
• Report any damages to ACTED property to the Logistics Officer, and ensure the operational capacity of premises;
• Supervise labors and service providers on the duly maintenance of the warehouse
• Maintain proper security and good housekeeping of both premises and stock
• As per request and guidance of the Area Logistics Officer

Delivery (Transport) interaction”

• Coordinate with logistics officer for any Asset / other property Equipment for transportation or transfer to/from field areas;
• Gather information and appropriate documents from delivery to the requester (Waybill copy and Asset Reception Sheet signed);
• Control proper use of vehicles for all ACTED staff;
• Anticipate all FWA staff + carriage vehicles;
• Control and secure Service Contracts with Suppliers of rented vehicles and trucks;
• Manage and control running costs of base’s fleet (fuel, maintenance and repairs), including generators;
• Control all documentation related to vehicles (Insurance, Log Books, Fuel Consumption…);
• Assist in prepare the Fuel Consumption Follow Up.         

Job Requirement (Qualification and Experience)

• Bachelor degree in IT, Procurement, or another relevant field;
• At least 2 years’ prior experience in Logistics, IT, Procurement, and warehouses Management Knowledge of the humanitarian sector and international experience would be an asset;
• Documented results related to the position’s responsibilities;
• Ability to work independently in a result oriented multi-tasking and multi-cultural environment and manage conflicting priorities;
• Self-motivated, able to work independently or as part of a team;
• Excellent computer skills including Microsoft Office (particularly Excel, Outlook, and Word);
• Excellent team-working and communication skills;
• Excellent written and spoken Arabic and English   skills.

Required Attitude

• Ability and willingness to work flexible hours; 
• Organize personal workload and achieve results in time; 
• Ability to work under pressure and in a stressful environment;
• Ability to communicate with people and create a friendly environment.