Title: Warehouses Specialist 
Management :Logistics & Supply Chain    
Duration:  3 Months (Extendable based on performance and funding)
Location: Aden     
Start Date:  ASAP         
Number of Employees:  1

Job Description :

To manage and follow up the day-to-day operations of the organization’s warehouses, ensuring proper receipt of materials, safe and organized storage, up-to-date inventory records, and accurate follow-up of incoming stock, outgoing stock, issuances, and supplies. 
The role also includes conducting periodic stock counts and maintaining warehouse safety and organization in accordance with the organization’s policies and procedures and the guidance of the Line Manager. The position aims to ensure accurate and updated inventory information, minimize losses, damages, or discrepancies, and support programs and projects with their material needs in a timely manner.

Terms of Employment :

Key Duties and Responsibilities

• Receive materials and goods delivered to the organization’s warehouses, verify their quantities and quality, and ensure their conformity with approved documents such as purchase orders, delivery notes, packing lists, or any other supporting documents.
• Supervise the unloading, loading, and arrangement of materials inside the warehouses, ensuring they are stored safely and systematically according to item type, nature, expiry date, and any special storage requirements.
• Accurately and regularly record all incoming and outgoing stock movements, and update item cards, stock records, or the organization’s approved electronic inventory system.
• Follow up warehouse issuance and handover processes based on approved requests or documents, and ensure that all issuance documents and required signatures are completed before materi5als leave the warehouse.
• Follow up the supply and stock entry process for received materials, ensuring that all incoming items are recorded, classified, and stored in accordance with the organization’s procedures.
• Maintain accurate stock balances through continuous reconciliation between physical stock and warehouse records, and immediately report any discrepancies, damages, or shortages to the Line Manager.
• Conduct periodic and spot stock counts, participate in annual or management-requested inventories, and prepare stock count and reconciliation reports.
• Monitor expiry dates, batch numbers, and the condition of perishable or storage-sensitive items, and ensure the application of appropriate stock rotation principles, such as First Expired, First Out, when applicable.
• Ensure warehouse cleanliness, order, and safety, apply safety procedures, prevent damage, protect items from moisture, heat, and pests, and ensure easy access to stored materials.
• Organize and classify materials inside the warehouses in a way that facilitates inspection, stock counting, issuance, loading, and follow-up, while maintaining separation of items by type, project, or donor when required.
• Prepare periodic reports on stock movements, balances, incoming items, outgoing items, slow-moving items, damaged items, and expired or near-expiry items, and submit them to the Line Manager.
• Coordinate with logistics, procurement, programs, finance, and field offices regarding the receipt, issuance, transfer, or distribution of warehouse materials in accordance with approved procedures.
• Maintain and organize warehouse documents electronically and physically, including goods receipt notes, issuance forms, handover reports, stock cards, inventory records, and stock movement reports.
• Contribute to preparing materials before distribution or transportation, ensuring that required quantities and item types match approved issuance requests or distribution plans.
• Immediately report any issues related to stock or warehouse conditions, including damage, loss, poor storage, safety concerns, lack of space, or the need for maintenance or additional equipment.
• Comply with the organization’s policies and procedures related to warehouse management, documentation, safety, integrity, accountability, and safeguarding of assets and materials.
• Perform any other warehouse or logistics support duties assigned by the Line Manager or direct management according to work needs.

Qualifications and Required Skills:

• Education: Diploma or bachelor’s degree in Business Administration, Logistics, Supply Chain Management, Accounting, Warehouse Management, or any related field.
• Experience: Minimum of 2–3 years of practical experience in warehouse, store, or inventory management, preferably within a humanitarian or development organization.
• Warehouse Knowledge: Good knowledge of receipt, storage, issuance, supply, stock count, reconciliation, and inventory movement management procedures.
• Documentation: Ability to handle goods receipt notes, issuance forms, item cards, stock records, inventory reports, and stock movement reports.
• Language: Fluency in Arabic, both written and spoken, with working knowledge of English, particularly in reading item names, documents, forms, and reports.
• Training: Training in warehouse management, inventory management, occupational safety, supply chain management, or electronic inventory systems is preferred.

Key Competencies:

• Accuracy and Attention to Detail: Ability to accurately record and review quantities, stock balances, and related documents.
• Inventory Organization: Ability to arrange and classify materials inside the warehouse in a safe and easily trackable manner.
• Record Management: Good skills in updating item cards, stock records, receipt and issuance forms, and inventory reports.
• Stock Count and Reconciliation: Ability to conduct periodic stock counts, reconcile physical balances with records, and report discrepancies.
• Follow-up and Coordination: Ability to coordinate with logistics, procurement, programs, finance, and field offices regarding stock movements.
• Safety and Cleanliness: Commitment to applying safety and cleanliness standards and protecting materials from damage or loss.
• Time Management: Ability to handle multiple requests and complete receipt and issuance processes within the required timeframe.
• Computer Skills: Proficiency in Microsoft Office, particularly Excel and Word, and ability to use inventory systems or stock tracking sheets.
• Professional Commitment: Commitment to integrity, confidentiality, accountability, organizational procedures, and humanitarian principles.

Preferred Qualifications :

• Previous experience in managing warehouses for a humanitarian or development organization in Yemen or similar contexts.
• Experience handling various humanitarian items, such as medical supplies, food items, non-food items, equipment, or project supplies.
• Good knowledge of stock cards, receipt and issuance forms, periodic stock counts, and stock movement reports.
• Experience monitoring items with expiry dates or items requiring special storage conditions.
• Appropriate knowledge of safety procedures, fire prevention, cleanliness, and warehouse organization.
• Experience using Excel or electronic inventory management systems.

Ethics and Professional Practice: 

Pure Hands is committed to upholding the humanitarian principle of "Do No Harm" and ensuring that child safety is paramount across all its activities. Pure Hands enforces a Child Protection Policy and implements all necessary measures to ensure that only individuals suitable for working with vulnerable people—particularly children—join the organization.