Warehouse Officer

JOB OVERVIEW 

The Warehouse Officer is an integral member of the Supply Chain Department, and holds primary responsibility for inventory, property, and warehouse management. The position is responsible for implementing IRC inventory policies for all project items, including cycle counting, reporting discrepancies and cold-chain management where applicable. 

KEY RESPONSIBILITIES

1.Materials Receiving and Dispatch:
•Receive and document materials from suppliers and other sources. 
•Inspect materials on receiving and update required documentation. 
•Liaise with the Snr Warehouse Officer and Supply Chain manager to advise program staff of potential inventory shortages and to provide updates on stock levels. 
•Organize a cold-chain system and ensure cold-chain items are handled appropriately. 
•Inspect materials dispatched from the Central stores in Kyiv to Dnipro and update appropriate dispatch documents. 
•Handle all incoming stock and Closed-Grant Inventory 
•Ensure that documents and materials received from suppliers and other sources are accurate and complete. 
•Ensure timely dispatch of materials from stores and accurate updates of associated dispatch documents. 
•Implement GSC (Global Supply Chain) SOPs (Standard Operating Procedures) on inventory management.  

2.Warehouse Documentation:
•Regularly update stock cards, bin cards, and inventory systems
•Implement standard warehouse documentation processes such as Delivery Report, Waybills, Store Releases, Bin Cards, and Stock Cards 
•Maintain Warehouse records (i.e. Warehouse Register) for all outgoing and incoming receipts and activities.
•Ensure the Warehouse Authorization Schedule is up-to-date and is displayed in a visible place in the warehouse.

3.Warehouse Controls:
•Participate in, and provide accurate reports for, year-end count exercises. 
•Fully participate in periodic 20% inventory cycle-counts for all stock. 
•Conduct periodic internal inventory checks. Document all findings, discrepancies, and reconciliations. 
•Implement FIFO, FEFO, and LIFO procedures for goods in the warehouse. 
•Ensure efficient and effective arrangement of storage facilities with appropriate layout, and with signs visibly displayed. 
•Assign tasks to and supervise casual laborers. 

4.Warehouse Safety and Security: 
•Ensure physical security of the Warehouse by restricting visitors and access by unauthorized persons.  
•Implement and ensure effective and understandable safety procedures.
•Ensure the maintenance of warehouse building(s), fittings, and equipment.
•Maintain and document an effective warehouse pest control program. 
•Maintain and periodically service fire extinguishers. 

5. Reporting: 
•Prepare and submit timely and accurate inventory reports to the Supply Chain Manager pursuant to donor requirements for assets. 
•Updates warehouse material distribution plans as required. 

And any other additional tasks as per a request from the direct manager.

Job Requirements:
Education: 
•College degree or equivalent in Supply Chain Management, Logistics, Business Administration or related field.  

Work Experience: 
•Minimum 1 year of work experience in supply chain operations (Warehouse). 
•Prior experience of working in Logistics, Inventory, or Warehouse Officer position in a multi-cultural environment.

Demonstrated Skills and Competencies: 
•Competent with Microsoft Office365 software, including Word, Excel, and Outlook, and ERPs, including Microsoft Dynamics365 
•General knowledge of supply chain procedures and tools 
•Good mathematical skills 
•Strong sense of personal integrity 
•Attention to detail and ability to multi-task. 
•Team spirit and problem-solving ability 
•Excellent interpersonal and communication skills 
•Remains productive when under pressure 
•Demonstrates a systematic and efficient approach to work. 
•Relates and works well with people of different cultures, genders, and backgrounds. 

Language Requirements:  
•Fluency in Ukrainian and upper Intermediate in English (both speaking and writing). 

Key Working Relationships: 
Position Reports to:  Supply Chain Manager Kharkiv
Position directly supervises:  None
Other Internal and/or external contacts: 
Internal: Regular relationships with Program staff, Operations and country Supply Chain staff at all levels 
External: Vendors, Partners

Work Environment:
There is active conflict in parts of the country and a possibility for further expansion of the conflict and violence into other areas. Staff must comply with all IRC security policies and procedures applicable to international staff. Security will be thoroughly discussed during the interview process.