Supply Chain Assistant – Warehousing (2 Positions) based in Abs

Who are we?

The Danish Refugee Council assists refugees and internally displaced persons across the globe: we provide emergency aid, fight for their rights, and strengthen their opportunity for a brighter future. We work in conflict-affected areas, along the displacement routes, and in the countries where refugees settle. In cooperation with local communities, we strive for responsible and sustainable solutions. We work toward successful integration and – whenever possible – for the fulfillment of the wish to return home.

The Danish Refugee Council was founded in Denmark in 1956, and has since grown to become an international humanitarian organization with more than 7,000 staff and 8,000 volunteers. Our vision is a dignified life for all displaced.

All of our efforts are based on our value compass: humanity, respect, independence and neutrality, participation, and honesty and transparency.

DRC has been operating in the Middle East (ME) region for over a decade, running a combination of emergency, livelihood, protection and advocacy programmes through Country Offices (COs) in Yemen, Syria, Iraq, Jordan, Lebanon and Turkey with a Regional Office (RO) in Amman.

DRC Yemen’s response

Throughout its nine field offices and a workforce of 450 staff, DRC upholds its main programmatic objectives to provide immediate and life sustaining assistance, to strengthen the protective environment, and to reduce displacement related risks and vulnerabilities by promoting self-reliance at household and community level.

About the job

Store Keeper ensures smooth and effective running of warehousing activities and to handle receipt/dispatch and verification of commodities in order to maximise quality of warehouse operations and mitigate losses, and to support the best storage management practices in compliance with DRC warehouse standards and established guidelines.

Key Responsibilities

Stock and Warehouse Management:

1. Supervise the warehouses store Keepers and managing the stock in the warehouses with ensuring adhering to DRC stock management procedures (Prepare Storage Space, Receive &Control Goods, Issuing Goods, Stock Management and Stock Control) and ensure all documentation of receipt, issuance, and dispatch of goods are maintained properly as per DRC warehousing policies and regulations.
2. Ensure up-to-date records on all stock flows on paper and electronics according to the approved systems.
3. Follow up stock defects, irregularities and shortfalls as required and either take necessary actions yourself or bring it to the attention of Team Leader Supply Chain.
4. Ensure that all items issued from the warehouse or received either purchased or donated are appropriately documented and accompanied by the required waybills with ensuring proper identification as (quantity, quality, and delivery), and update the warehouses records regularly without any delay.
5. Carry out close inspection of Project items/materials delivered to the warehouse, to ensure that they are the right quantity, quality, and follow-up with special attention on expiry date of stock especially for food items and notifies the concerns to the departments at least two months before expiry date.
6. Ensure maintenance and proper state of cleanliness in the warehouses.
7. Ensure correctly supply request documentation for items/materials produced with an approval from the departments.
8. Ensure that program staff provides details of when and where project items are needed and ensuring that they are delivered to the correct location safely and within agreed time frame.
9. Ensure proper storage and maintenance of all equipment in the warehouse;
10. Maintain and update stock inventory list on a weekly and monthly basis in the Warehouse with conducting weekly physical inventory of stocks and ensure that Bin/ stock cards are up to date, and are accurate.
11. Ensure proper reconciliation for the goods distributed with goods issued from different DRC’s warehouses through completing and submitting complete signed reports.
12. Follow up pest control (chemical treatment) such as (weevils, termites drilling, centralized spraying ….etc) in all GFD WHs.
13. Prepare and update waybills lists and raise it to line manager.
14. Matching WFP WBs with actual received quantities and be sure of FDP names in the WBs.
15. Confirming WFP waybills in HTS daily and raising tickets for any discrepancies (loss, Increase, damage ……..etc) among WBs ,HTS and actual received quantities .
16. Check and verify opening and closing balance and reporting accurately.
17. Prepare analysis for WHs needs and maintenance and raising PRs manually and in Dynamic.
18. Supervise the warehouses store Keepers and managing the stock in the warehouses with ensuring adhering to DRC stock management procedures (Prepare Storage Space, Receive &Control Goods, Issuing Goods, Stock Management and Stock Control) and ensure all documentation of receipt, issuance, and dispatch of goods are maintained properly as per DRC warehousing policies and regulations.
19. Ensure up-to-date records on all stock flows on paper and electronics according to the approved systems.
20. Follow up stock defects, irregularities and shortfalls as required and either take necessary actions yourself or bring it to the attention of Team Leader Supply Chain.
21.  Ensure that all items issued from the warehouse or received either purchased or donated are appropriately documented and accompanied by the required waybills with ensuring proper identification as (quantity, quality, and delivery), and update the warehouses records regularly without any delay.
22. Carry out close inspection of Project items/materials delivered to the warehouse, to ensure that they are the right quantity, quality, and follow-up with special attention on expiry date of stock especially for food items and notifies the concerns to the departments at least two months before expiry date.
23. Ensure maintenance and proper state of cleanliness in the warehouses.
24. Ensure correctly supply request documentation for items/materials produced with an approval from the departments.
25. Ensure that program staff provides details of when and where project items are needed and ensuring that they are delivered to the correct location safely and within agreed time frame.
26. Ensure proper storage and maintenance of all equipment in the warehouse;
27. Maintain and update stock inventory list on a weekly and monthly basis in the Warehouse with conducting weekly physical inventory of stocks and ensure that Bin/ stock cards are up to date, and are accurate.
28. Ensure proper reconciliation for the goods distributed with goods issued from different DRC’s warehouses through completing and submitting complete signed reports.
29. Follow up pest control (chemical treatment) such as (weevils, termites drilling, centralized spraying ….etc) in all GFD WHs.
30. Prepare and update waybills lists and raise it to line manager.
31.  Matching WFP WBs with actual received quantities and be sure of FDP names in the WBs.
32. Confirming WFP waybills in HTS daily and raising tickets for any discrepancies (loss, Increase, damage ……..etc) among WBs ,HTS and actual received quantities
33. Check and verify opening and closing balance and reporting accurately.
34. Prepare analysis for WHs needs and maintenance and raising PRs manually and in Dynamic.
35. Any other tasks assigned from SC department.

Cargo and Dispatch Management

The Warehouse Assistant will work in collaboration with, and under the guidance of, Team Leader Supply Chain:

1. Ensure all cargo and shipping documents (GRN, RO, Waybill etc) in place before dispatching the goods for programmes.
2. Ensure safe preparation and loading of cargo onto transportation vehicles, and also safe and proper unloading and receipt of goods in the warehouse.
3. Perform Supply Chain procedures for procurement of transportation Services for the dispatching and distribution of goods from/to the warehouse and any other relevant procurements including the preparation of all payment documents assigned by the Supply chain and Warehousing Management in compliance with DRC procurement and supply Chain policies and regulations.

Reporting

1. The Warehouse Assistant shall provide the Supply Chain Department with required regular daily, monthly and periodically reports as requested such as daily cumulative report and daily dispatching reports (CDR and DDR ) and stock Reports .
2. Report any shortages, damages, losses, or any incidents in the warehouse immediately once whatever happens.

About you

• Required experience and competencies
• Minimum 1 year of relevant work experience.
• Experience in administrative tasks, including filing systems.
• Excellent IT skills, including experience in MS-Excel, MS-word and Outlook express.
• Experience in supply chain management including procurement, transport and distribution, warehouse
• and stock management
• Experience with standard procurement procedures and documentation.

Moreover, we also expect the following:

Essential qualification:

• To be successful in this role we expect you to have A university Bachelor/Degree in Administration / Management, or other related field

Languages:

• Good English language (written and spoken)
• Excellent report writing skills including editing the work of others
• Fluency in Arabic language (written and spoken)

Key stakeholders:

• Emergency Department
• Supply Chain Department
• Cluster Partners and Suppliers.

In this position, you are expected to demonstrate DRC’ five core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: You act in line with our vision and values.

We offer

Contract length: Till 31/12/2021, with possible extension based on fund and performance.

Work place: Abs

Start date: ASAP

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for Expatriates; please refer to www.drc.ngo under Vacancies. This position will be placed at level (NMI).