The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

SCOPE OF WORK:

The Warehouse Assistant will serve to co-ordinate and undertake the effective functioning of the asset management processes based on required internal control measures.

Reporting to the Supply Chain Officer, the Warehouse Assistant is responsible for ensuring the overall care, maintenance, updating, tracking and reconciliation of assets inventory at the IRC Field Offices of Kiryandongo and Palorinya.

SPECIFIC DUTIES AND RESPONSIBILITIES

Warehouse and inventory management

• Order tracking and supplier liaisons to ensure timely delivery of items
• Timely generation of product receipts in the integra systems after verification and confirmation of products delivered in collaboration with requesters
• Accountable for implementation of warehouse and use of Integra inventory management module
• Accountable for creation of movement journals and monthly physical and system counts at the designated warehouse.
• Ensuring warehouse layout and design is properly implemented and utilized for better storage
• Ensuring effective inventory tracking, monitoring and control.
• Supervising delivery and dispatching commodities, create timely and accurate product receipts
• Ensuring that warehouse’s cleanliness, health and safety requirements are met
• Ensuring that stock control procedures are in place and are properly adhered to
• Record keeping and creation of waybills and gate passes following the prescribed approval flows
• Preparing periodic/monthly country inventory reports.

Assets Management

The Warehouse Assistant is responsible for recording, reporting, safekeeping and recording all IRC country program assets and equipment. He/she will be responsible for all aspects of the administrative, financial, capital and operations of asset management in accordance with IRC and donors’ rules and regulations.

• Ensuring the Implementation of IRC Asset policies in all IRC Uganda Country Program-Asset maintenance and tracking.
• Timely verification and reporting of assets at grant close-out in collaboration with finance and grants teams as may be required.
• Ensuring all IRC assets are recorded on the Fixed Asset Register (FAR) as per IRC Asset management procedures and policies taking into consideration Donor requirements.
• Managing random asset inventories to check the monthly asset follow-up reliability and take the needed corrective actions.
• Ensuring that all staff adhere to the asset management policy through training and guidance on asset management practices.
• Ensuring donor compliance on donated assets to partners and disposal is properly adhered to at the field operation areas.
• Conducting physical count of assets and verification on quarterly and yearly basis and report discrepancies (loss, sold, damages, unserviceable, returned to donor, under repair property/assets) if any and present to management with appropriate suggestions and recommend corrective actions
• Ensuring that adequate checks are in place, all assets are accounted for and the recovery of IRC assets from staff at the end of their time working for IRC
• Ensuring that monthly, quarterly and yearly spot checks and counts of assets are conducted in all field locations and supporting documentation is kept updated and reported accordingly.
• Ensuring that all assets are insured and damages to assets are claimed on time.
• Ensuring compliance with Supply Chain Management policies to implement the improvement of operational controls as reported on by Internal Audit.

Compliance and Ethics

He/she will be responsible for implementing donor rules & regulations for assets and inventory management, identifying and analyzing compliance risk processes through:

• Providing consistent and constructive support to other departments to ensure compliance with policies and procedures.
• Identifying and reporting Assets and inventory management red flags.
• Implementing internal and external audit corrective action plans (CAPs)

Reporting

The Warehouse Assistant is responsible for preparing and submitting accurate: -

• Timely preparation and sharing of standard weekly, monthly, quarterly, and ad-hoc Assets and inventory reports.
• Actively contributing to development and implementation of Country Supply Chain KPIs and Improvement initiatives.
• Contribute to the timely preparation of monthly Supply Chain Management Reports for submission to Country Supply Chain

REQUIREMENTS:

• University degree and or Diploma in Procurement and or anything similar.
• At least 2 years of hands-on experience in Assets, procurement and or Supply Chain Management.
• Excellent communication and analytical skills and ability to present ideas effectively, in both oral and written form.
• Ability to communicate sensitively and without judgment; good diplomatic and persuasion skills.
• Ability to use good judgment when making decisions and to take accountability for decisions made.
• Emotional maturity and stability to resolve conflicts in non-violent way and maintain appropriate boundaries.
• Good interpersonal skills including ability to gain trust and build relationships.
• Ability to handle multiple tasks; proven self-initiative and problem-solving abilities.
• High standard of spoken and written English. Knowledge of local languages is a bonus
• Good computer skills including Microsoft Excel, Access, Word, Outlook, and Power Point.
• Be able to work in a stressful setting and adapt quickly to changing environments.

• Order tracking and supplier liaisons to ensure timely delivery of items
• Timely generation of product receipts in the integra systems after verification and confirmation of products delivered in collaboration with requesters
• Accountable for implementation of warehouse and use of Integra inventory management module
• Accountable for creation of movement journals and monthly physical and system counts at the designated warehouse.
• Ensuring warehouse layout and design is properly implemented and utilized for better storage
• Ensuring effective inventory tracking, monitoring and control.
• Supervising delivery and dispatching commodities, create timely and accurate product receipts
• Ensuring that warehouse’s cleanliness, health and safety requirements are met
• Ensuring that stock control procedures are in place and are properly adhered to
• Record keeping and creation of waybills and gate passes following the prescribed approval flows
• Preparing periodic/monthly country inventory reports.
• Ensuring the Implementation of IRC Asset policies in all IRC Uganda Country Program-Asset maintenance and tracking.
• Timely verification and reporting of assets at grant close-out in collaboration with finance and grants teams as may be required.
• Ensuring all IRC assets are recorded on the Fixed Asset Register (FAR) as per IRC Asset management procedures and policies taking into consideration Donor requirements.
• Managing random asset inventories to check the monthly asset follow-up reliability and take the needed corrective actions.
• Ensuring that all staff adhere to the asset management policy through training and guidance on asset management practices.
• Ensuring donor compliance on donated assets to partners and disposal is properly adhered to at the field operation areas.
• Conducting physical count of assets and verification on quarterly and yearly basis and report discrepancies (loss, sold, damages, unserviceable, returned to donor, under repair property/assets) if any and present to management with appropriate suggestions and recommend corrective actions
• Ensuring that adequate checks are in place, all assets are accounted for and the recovery of IRC assets from staff at the end of their time working for IRC
• Ensuring that monthly, quarterly and yearly spot checks and counts of assets are conducted in all field locations and supporting documentation is kept updated and reported accordingly.
• Ensuring that all assets are insured and damages to assets are claimed on time.
• Ensuring compliance with Supply Chain Management policies to implement the improvement of operational controls as reported on by Internal Audit.
• Providing consistent and constructive support to other departments to ensure compliance with policies and procedures.
• Identifying and reporting Assets and inventory management red flags.
• Implementing internal and external audit corrective action plans (CAPs)
• Timely preparation and sharing of standard weekly, monthly, quarterly, and ad-hoc Assets and inventory reports.
• Actively contributing to development and implementation of Country Supply Chain KPIs and Improvement initiatives.
• Contribute to the timely preparation of monthly Supply Chain Management Reports for submission to Country Supply Chain

• Excellent communication and analytical skills and ability to present ideas effectively, in both oral and written form.
• Ability to communicate sensitively and without judgment; good diplomatic and persuasion skills.
• Ability to use good judgment when making decisions and to take accountability for decisions made.
• Emotional maturity and stability to resolve conflicts in non-violent way and maintain appropriate boundaries.
• Good interpersonal skills including ability to gain trust and build relationships.
• Ability to handle multiple tasks; proven self-initiative and problem-solving abilities.
• High standard of spoken and written English.
• Good computer skills including Microsoft Excel, Access, Word, Outlook, and Power Point.
• Be able to work in a stressful setting and adapt quickly to changing environments.

• University degree and or Diploma in Procurement and or anything similar.