Warehouse and Fleet Officer Full Time NEW

TEAM/PROGRAMME: Supply chain and Logistic

LOCATION: Hawassa

GRADE: 4A

CONTRACT LENGTH: Until December 31, 2025, with extension possibility

CHILD SAFEGUARDING:

Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE:

Under the supervision and guidance of the Supply chain Coordinator, the Fleet and warehouse Officer is responsible for the day-to-day management and coordination of rented light vehicles and freight transport requests, handle vehicle databases and related documentations, processing payments for rental vehicles and freight transport. Ensure Hawassa field office warehouse management system is managed in line with the SCI standards.

The warehouse and Fleet Officer is responsible to ensure and support SCI in property handling and Program stock management as per donor and SCI guidelines. He/she will also be responsible for receiving and dispatching all program stocks and food commodities to and from SCI warehouses. He/ She will also be responsible for dispatching program items to implementation areas and hold responsibility for proper tracking and organizing warehouse documentation.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

SCOPE OF ROLE:

Reports to: Hawassa Field office senior Supply Chain Officer

Direct/ Staff directly reporting to this post: 7 -Drivers

KEY AREAS OF ACCOUNTABILITY:

Warehouse and Stock Management

• Implement an effective warehouse and stock management and control system.
• Record and document all stocks in and out into/from warehouse.
• Responsible for managing waybills, GRNs, Item Issuance form warehouse, bin card, stock card and ledger books Model 19 from government partners.
• Administer, maintain, and ensures the smooth operations and functionality of the Total Inventory Management (TIM) operation on consistent manner.
• Maintain an up-to-date stock register and implement an assets management information system in accordance with the SCI policies and procedures.
• Safeguarding commodities from any type of damages. To this effect, the warehouse and fleet officer must ensure that:
• Storage is safe and clean and protects commodities from damage and loss.
• Ensure expiry dates of perishable commodities are regularly followed and reported.
• Ensure goods are kept according to their homogeneity, and all materials are kept visibly separate.
• Receive items as per the purchase or dispatch note.
• Efficiently utilize storerooms, displaying of items in accordance with their natural homogeneity, discriminating items that need special care and protection, locating fast moving item at accessible place, maintaining proper stock records.
• Provides periodic inventories of items for supervisors and staffs.
• Ensure Stock and asset are tracked against the Programme, project codes and SOFs.
• Ensure perishable stocks: shelf life/expiry dates and batch numbers are recorded on arrival and actively monitored.
• Report actual stocks movement, expected arrivals, and planned deliveries and all other relevant information.
• Receive orders and dispatches items on time.
• Organize loading and unloading of goods.
• Ensure monthly stock reports are completed and submitted to HFO supply chain coordinator and all concerned bodies.
• Keep records of all relevant warehousing documents and correspondences in their respective file as per the established filing procedures.

Fleet management.

• Ensure monthly vehicle utilization report is analyzed and submitted on time.
• Facilitate light vehicle and trucks rent from FOs and Co based on framework agreement.
• Prepares payments for rented light & Freight Transport Trucks, maintenance, fuel, insurance, and taxi services.
• Maintains updated and well organized electronic/paper payment and related documents and records for rented vehicles and other fleet related payments.
• Ensures all rented vehicles have an insurance coverage and fulfil all other necessary requirements.
• Laisse with maintenance service provider to ensures inspection of rented light and truck vehicles fulfil the required specifications.
• Ensures all rented vehicles appropriately use the SCI standard log sheet and the records are per SCI standard.
• Facilitates and prepares the necessary documentation for finance for final payment to the trucking, light vehicle, maintenance, insurance, fuel and taxi by confirming all invoices and relevant documents.
• Maintains appropriate filling of all relevant documents to ensure accurate tracking and documentation for audit purposes.
• Ensure all agency vehicles have separate vehicle file with all relevant documents.
• Compiles rented light vehicles, trucks, and taxi usage and performance report.
• Maintenance fuel report and insurance expenditure data.
• Prepare period reports and submits to the immediate supervisor.
• Perform other related tasks as required and instructed by supervisors.

BEHAVIOURS (Values in Practice)

Accountability:

• holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

• sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• widely shares their personal vision for Save the Children, engages and motivates others
• future orientated, thinks strategically and on a global scale.

Collaboration:

• builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• values diversity, sees it as a source of competitive strength
• approachable, good listener, easy to talk to.

Creativity:

• develops and encourages new and innovative solutions
• willing to take disciplined risks.

Integrity:

• honest, encourages openness and transparency; demonstrates highest levels of integrity

• BA/BSC degree in Transport Management, Supply Chain, /Business Management with minimum of 3 years of relevant experience.
• Hands on experience in light & Fright vehicle service procurement process & management
• Able to schedule logistics support operations during emergency response.
• Practical knowledge of MS office
• Proactive & good team player
• Excellent communication and interpersonal skills
• Able to work under pressure and in a diversified and multi-cultural environment.
• Fluency in verbal and written English
• Commitment to and understanding of Save the Children values, aims and principles.

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

• The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and
• Diversity policies and procedures.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.