Warehouse Officer- Zahle (We are hiring on a rolling basis and upon Donor's approval)

Major Duties and Responsibilities:

Logistics

• Carry out the day-to-day logistical functions of the warehouse including, but not limited to:
  • Supporting logistical activities such as supply chain, stock management, warehousing, transport, facilities, and relevant asset tracking, casual labor and space management
  • Liaising with the relevant field managers to provide effective support to the projects and the field teams
    • Work with relevant team members and field management, within the context of the local environment, to ensure the security of the Medair warehouse(s) and of all Medair property and equipment involved in warehousing
    • Ensure all activities are carried out in line with Medair guidelines and procedures and according to any donor requirements, especially ROGs, frequency of physical counts, stock reports and loss/damage reporting
    • Relationship with local suppliers (closely with Logistics Managers) and with Beirut based suppliers in regards to delivery quantities, frequencies and timings to ensure smooth deliveries and accurate documentation
    • Ensure that kits and other distributed items are loaded correctly and efficiently in the trucks as it requested in the stock request (quantity) and then trucks are ready.
    • Remove garbage, clean and organize the warehouse on a regular basis, ensuring things are at all times ready for inspection and keep warehouse in order that is easy to count and safe to work in.
    • Planning out layout of warehouse according to stock flows in and out, the procurement plan and usability
    • Keep an eye on capacity of warehouse space, alerting LINE MANAGER if more warehouse space is needed for emergency stock, or if a contract is two months until its termination, etc.
    • Planning for trucking according to stock requests and locations of delivery
    • Working closely with Beirut logistics team regarding deliveries, contact with suppliers and volume availability
    • Maintain relationships with landlords of warehouses, carrying out all needed improvements and necessary repairs with their input and approval

Staff Management

• Casual Labor (CL) oversight:
  • Prepare weekly/daily work plan for CL teams in accordance to delivery, assembly and distributions
  • Supervise the performance of the CL assuring quality of work, use of time and space as well insuring the correct amount of laborers have been hired to do the job well and in a timely manner
  • After the Warehouse Assistant has prepared the payment papers, approve the payment according to work supervised and seen throughout the payment period
• Warehouse Assistant:
  • Continually train up Warehouse Assistant in larger vision planning, while maintaining quality baseline of warehouse management administration
  • Supervise as WA works with CL and trucks
  • Conduct detailed checks of stock reports against bin cards as well as trucks against stock in and out               

Administration

• Ensure timely provision of goods and services for the project managing the procurement process, evaluating costs effectiveness using Delivery Notes, Waybills and other related documents based on Medair Procurement guidelines.

• Stores Management:

1. Stock Management:  Ensure a clear and transparent paper trail is in place for all logistical transactions (e.g. Purchase Requests, Stock Request, Waybills/Delivery Notes, Stock control, physical inventory etc.)
2. Warehouse Maintenance:  Maintaining of good storage conditions (cleanliness, ventilations); Preventive measures - Repairs of the structure, floor and ceilings to against leakages, excess humidity
3. Storage and Handling: Proper handling and stacking procedure are adhere to prevent damages or determination of goods stored
4. Pest Control : Ensure Proper hygiene standards especially with food and medicines

• Support the Programme is providing the necessary vehicles / trucks etc for the distribution exercises and negotiating the rates for the deliveries of the goods and services.
• Contribute, as required, to the accurate and timely reporting of activities e.g. through weekly and monthly reports - ensuring records are updated are kept in an orderly manner and  filing (archive) system is in line with Medair and donor requirements
  • • Send out updated stock reports on a weekly bases and as needed as well as when requested by project managers
    • Check stock requests, bin cards, stock reports, etc. in great detail at least weekly, if not more frequently
    • Verify that files are being properly kept and updated throughout all warehouse activities and project cycles
    • Prepare payment for trucks, verify that they are used efficiently and that all necessary details are recorded
    • Keep track of when warehouse related PRs and Log Packs (eg. trucks) are up for renewal

Communication

• • • Calling truck owners to prepare trucks needed for distribution.
    • Work with relevant team members and field management, within the context of the local environment, to ensure the security of the Medair base(s) and of all Medair property and equipment
    • Keep in close contact with Logistics Manager and Coordinator as stock flows in and out of the warehouse
• Maintain a transparent, honest and supportive communication structure with colleagues to ensure they are kept informed of applicable logistical activities and requirements
• Provide training, advice, mentoring and coaching as required to all relevant staff on logistical procedures, internal controls and the logistical requirements of donors
• Develop and maintain positive relationships with suppliers, local authorities, other NGOs and any other stakeholders, representing Medair and ensuring good co-operation and partnerships

Quality Management

• • • Flag any issues directly to PMs with LINE MANAGER in copy, regarding stocks, deliveries, availability, or other feedback  Carry out frequent and thorough checks on the quality of warehoused goods, ensuring that items are maintained in a good condition and that Medair is following the rotation of goods “first in last out”
    • Carry out frequent and thorough checks on the quality of equipment and supplies, ensuring that items are maintained in a good condition and that Medair is receiving ‘value for money’ on items purchased
    • Receiving goods if there is delivery and make sure that goods are stored safely and quantity and damage.

Delegated Responsibilities

• Compliance of logistical activities with Medair, donor, national and international requirements
• Implementation of robust systems to ensure the physical security of the base(s) and to prevent the theft of Medair assets and equipment and the fraudulent use of Medair resources
• Filing and archiving of all logistics documents in accordance with Medair and donor guidelines

Facilities

        Visibility stock

          Maintain visibility stock

          Work with Senior warehouse officer to include information in weekly stock report

•           Maintain mobile recharge card stock

          Work with Senior warehouse officer/Logistics Manager to include information in weekly stock report

          Monthly report on each team members’ recharge card usage by project and alert LINE MANAGER to any irregularities or possible misuse of recharge cards

 Person Specification:

• Post-qualification professional experience

• Work experience in logistics, preferably in an NGO setting
• Good Arab and English (spoken and written)
• Computer literate with good working knowledge of Microsoft Excel, Word and Outlook
• Enjoys a challenge and works hard to achieve objectives/Solution-oriented approach

• Team-player with good inter-personal skills

• Good inter-personal skills
•  
• Capacity to work under pressure and manage personal stress levels
• Creative, open-minded, flexible, self-learner
• Can prioritise work to meet deadlines
• Able to cope with basic living conditions in the field and during field trips