Logistics Assistant -Warehouse and Asset Full Time NEW

The Opportunity

The Logistics Assistant, Warehouse & Asset is responsible to manage and operatee warehouse activities including receipt, storage, control, and issuance of supplies and equipment; receives deliveries, coordinating stock, documenting warehouse transactions, maintaining records, and overseeing storage of fixed assets, records the property of the PA/field Office, and conduct inventory and Mainly manages GIK commodities (RUSF, CSB++, and Other) as per Plan International GIK (Gifts In Kind) SOP and WFP warehouse standards. S/he ensures accurate receipt via LESS Last Mile, FEFO/FIFO stock management, Stock reporting, pest/humidity control, and asset tracking to support TSFP achieving >85% MAM coverage with zero stock-outs.

The post holder also plans, organizes, and controls stores /stocks in a professional manner, efficient and quality service to the concerned units including but not limited to ordering, receiving, storing, issuing, and securing food and non-food items as per the location requirements, contractual specifications and in line with store and fixed assets management instruction.

Key Accountabilities Include;

Warehouse Management (50%)

• Receive WFP commodities using LESS Last Mile app and signed waybills; verify quantities/batch numbers/expiry dates against dispatch notes​
• Receiving and inspecting all incoming materials and reconciling with purchase orders; processing and distributing documentation with purchase orders; reports, documents and tracks damages and discrepancies on orders received
• Making daily issues of stocks to concerned units as per requisitions, approved by the Project Manager.
• Follow FEFO/FIFO rotation/method and implement, pest control (fumigation monthly), humidity monitoring (<60% RH); report losses/damages >1% within 24hrs.
• Manage all GIK commodities as per PIE SOP standard, and WFP warehouse standards​
• Maintaining daily stock records of receipts and issues. ​
• Keeping & maintaining all supplied items to the office in store safely and properly and record them in bin cards until taken out by the requester. ​
• Maintain daily stock ledger (opening balance + receipts – issues = closing balance); conduct physical counts weekly/monthly per PIE GIK SOP. ​​
• Handles and documents storage and transportation of food items​
• Maintains the warehouse, records area, and stores area in a neat and orderly manner. ​
• Receive and properly stock any purchased and supplied items in a way that suits proper material management.
• Store perishable items immediately upon delivery and all other items as soon as possible. ​

Reporting and Documentation (20%)

• Prepare stock reports for Partner Connect CPDR (opening/closing balances, receipts, distributions, returns) by 10th/20th deadlines. ​
• Support manual CPDR packages with stock reconciliation statements; ensure batch tracking matches distributions​
• Facilitate WFP/PIE warehouse audits; maintain access logs and security protocols​
• Ensures questions regarding procedures and resolves discrepancies regarding receipts, deliveries, warranties, repairs, and surplus property​
• Control incoming supplies by checking the brand, quality, and quantity of goods received against the actual order. Follow PIE’s receiving procedures strictly while receiving the deliveries. Reject any unacceptable food or products and inform the immediate supervisor accordingly​
• Update the stock records timely, prepare issue vouchers & submit timely to Supply Chain officer while issuing of items is made​
• Maintain warehouse documents (waybills, stock cards, bin cards, monthly reports) quality stay for long period of time (3 yrs) per PIE/WFP retention policy
• Report discrepancies/privacy incidents per WFP Data Protection Conditions within 24hrs
• Receives and stores documents; maintains a record of approved basic store documents

Asset Management & Distribution Support (20%)

• Track all assets in warehouse as per PIE asset register; conduct monthly verifications/inventories​
• Coordinate with FDAs for TSFP distributions; pre-position rations at FDPs per distribution plan​
• Manage internal movements/returns; update BINCARD and STOCK Cards​
• Receives, stores, tags, and tracks surplus property; prepares inventory lists for items to be disposed of.
• Maintains records of all incoming and outgoing deliveries of requested materials​

Warehouse Quality Control & TeamWork (10%)

• Support and Orient HDAs/FDAs on safe handling/storage; calibrate warehouse equipment monthly
• Implement fire safety, stacking standards (max 2.5m height, 1m aisle clearance) per WFP guidelines
• Ensure that the storage area, facilities, and equipment are meeting the minimum requirements and standards
• Report to immediate supervisor about slow-moving/non-moving items, excess stock, and potential spoilage.

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI)

• Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.
• Ensures that the team members under supervision are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies;
• Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in day-to-day work.
• Ensures that Plan Ethiopia contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.

• BA/Diploma in Business Administration, Purchasing & Supplies Management, and/or other related disciplines.
• Minimum of 2 years of relevant experience.
• At least two years of experience in storekeeping, warehousing, stock control, or related work in INGO.
• Ability to solve problems, take initiative, and plan the tasks
• Flexibility with time to work extra hours when the project requires
• Must have knowledge and experience in storekeeping.
• Knowledge in basic bookkeeping.
• Must be keen on details.
• Must have strong built to carry supplies.

Qualifications/ experience desirable:

• Excellent knowledge of MS Office software suite
• Excellent in Stock report production

Languages required:

• Fluency in English language is essential
• Local language of working area is an advantage