Warehouse and Fleet Assistant - Beirut

ROLE PURPOSE:

The Warehouse Assistant is the responsible for managing one or more of SCI’s warehouses, responsible for ensuring all stock movements in or out are recorded, and for the physical security and cleanliness of the warehouse & Support the supply chain department in any requested tasks.

To ensure that Fleet Management is done according Save the Children Fleet Policy, Driver Handbook and Country Logistics Manual, follow up on Drivers handbook and Fleet Policy driving rules and regulations and assure to drive according to the Lebanese law.

CHILD SAFEGUARDING:

Level 3 – the responsibilities of the post may require the post holder to have regular contact with or access to children or young people

SCOPE OF ROLE:

Reports to: Supply Chain Officer

Staff directly reporting to this post: None

KEY AREAS OF ACCOUNTABILITY:

Warehouse Management

• Maintain cleanliness of warehouse from dust, bugs etc; oversee regular cleaning.
• Report any leakages, rodents or infestation.
• Responsible for overall security within warehouse (fencing, fire extinguishers, non-smoking policy, theft).
• Ensure all necessary equipment to run the warehouse is supplied.

Receipt of Goods

• Receive goods into the warehouse, if necessary in collaboration with a technical programme member of staff.
• Ensure a Goods Received Note is completed for each arrival.
• Ensure goods are stored in the appropriate place.
• Ensure Stock Cards are filled correctly.

Stock Management

• Complete weekly stock reports through SCI system (Total Inventory Management).
• Respect Save the Children stock management procedures (records, filling, identification, storage).
• Respect Save the Children physical stock management requirements (organisation, cleaning, ventilation, etc).
• Respect specific donor requirements (e.g. WFP).
• Ensure proper identification and counting of incoming and outgoing stock (quantity, quality).
• Monitor expiry dates of drugs & food and ensure these are reported appropriately.
• Oversee commodity handling (safe loading, unloading and stacking).
• Separate damaged goods from good ones and report them to Supply Chain Officer for investigation.

Documentation/Filing

• Ensure all goods are tracked by Description, Source of Funds (SOF) Code and Project Code
• Alert Budget Holders/Program Managers when stocks are approaching minimum stock levels or perishable goods are approaching their expiry date, and carrying out any required destruction of stock
• Assure using Total Inventory Management (TIM) in all daily warehouse transactions
• Assure Regular Physical Checks are done inventory items every six months and assure Spot Physical Checks are done for inventory items and missing items reported correctly.

Cargo and Dispatch Management

• Receive and check Stock Release Forms.
• Prepare all cargo and shipping documents (waybill, etc) to be transported to the programmes.
• Ensure correct preparation of dispatch.

Fleet Management

• Responsible for fleet management and developing movement plan in coordination with Head of Sectors.
• Responsible for the repair and maintenance of a fleet of approximately 15 vehicles.
• Responsible for stock management of vehicle spare parts and consumables.

Driving duties when required

• Ensure rental vehicles are fit for purpose and that hired drivers have an acceptable level of skills and are briefed on Save the Children policies and code of conduct.
• Ensure drivers are trained in SC policies and procedures, first aid, care of their vehicles and use of vehicle in off road conditions.
• Ensure correct utilization and allocation of fleet across the programme.
• Ensure that all passengers follow the security procedures, COVID-19 for fleet and rules (e.g. seatbelts)

Fleet Management: Field Office Reporting

• Fleet Monthly Analysis Report updated on monthly basis and send it to Supply Chain Officer, Area Manager and Supply Chain Manager.
• Reporting from GPS tracking system per vehicle.
• Record all work and costs for each vehicle in log books and vehicle files.
• Maintain and update all required records and paperwork for vehicles and drivers.
• Collate and analyses all fleet data.
• Follow up on all vehicle accidents ensuring proper reporting and appropriate actions taken.
• Monthly and weekly Vehicle Movement Plan updated on weekly basis.
• Follow up on maintenance and check list of vehicles.                        
• Report technical problems and breakdowns to Supply Chain officer.
• Be aware of when the vehicle needs servicing and advice Supply Chain Officer.
• Perform daily vehicle pre-departure checklist and confirm all required items are present.
• If necessary, prepare additional materials according to the mission needs (snow chains, additional fuel tank, stickers, flag, tools, medical and food kits, etc.)
• Keep the interior and exterior of the vehicle clean at all times.
• Use fuel card appropriately and record all consumption on log sheet.

Miscellaneous duties

• Assist with various duties including, but not limited to:
• Support the general logistics team (RFQs-Filling-Data Entry, Timesheet..).
• Locate and hire daily workers if necessary.
• Manage workers to ensure they are trained in proper warehouse practices and conform to SC commodity management policies and procedures.
• Organise roster and pay sheets.

QUALIFICATIONS

• Bachelor’s degree in business or administration or equivalent.
• Written and spoken English and Arabic.

EXPERIENCE AND SKILLS

Essential

• Relevant experience in logistics.
• Direct experience warehousing.
• astrong administrative skills.
• Fast learner.
• Computer literate, with good knowledge of excel.
• Good communication and interpersonal skills and ability to work in a multi-cultural environment.
• A proactive person with initiative, drive and honesty with high level of integrity, who can perform and meet expectations with minimal supervision.

Desirable

• Experience of other areas of logistics: procurement, fleet management.
• Previous humanitarian experience.

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.

Safeguarding our Staff:

The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy

Health and Safety

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