Description
Purpose of the position
The Associate Tally Clerk is to account for and maintain the records for all commodities received, stored, and dispatched in compliance with eHA and donor guidelines. The Warehouse Tally Clerk is also responsible for the documentation of commodity transactions in the warehouse, including receipt, storage, and delivery of all food commodities
What you’ll do
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned:
Conduct a thorough inspection of all trucks on arrival at the warehouse; ensure that trucks are properly covered with tarpaulins and there are no unauthorized commodities mixed with food.
Fill in the truck inspection reports before the commencement of offloading.
Scrutinize all waybills to ensure that the commodities are of correct quantities and quality as manifested on the waybill.
Supervise the offloading staff during the process of offloading commodities and make sure that it is properly undertaken. Ensure that commodities are carefully being inspected and counted during off-loading before being accepted in the warehouse.
Stack commodities according to type and shipment number.
Stack commodities on pallets and ensure a space of one meter between stacks and wall, stack and stack, stack and ceiling is maintained.
Report any shortages, damages, or excess to the warehouse supervisor and reflect such differences in all copies of the delivery documents.
Fill in all stack cards immediately after completing stacking.
Fill in all forms (waybill, loading & offloading tally sheet, and random weighting form) during and immediately after completing the offloading process. Record all quantities delivered short (missing), quantities lost in transit, and quantities damaged if any.
Use the FIFO principle for each commodity. Commodities arriving first must be dispatched first except for reconstituted commodities.
Dispatch food commodities based on approved commodity dispatch authorization.
Ensure all documents for commodity dispatch have been correctly and completely filled.
Inspect all trucks to be loaded with food to ensure that they are road-worthy before commencing loading.
Inspect trucks loaded with food to ensure that they are properly covered with tarpaulins before leaving the warehouse.
Observe safety and security procedures.
Must always adhere to policies and procedures.
Will adhere to eHealth Africa Code of Conduct as well as ethical standards of the field.
Working with partner organizations in meeting their item storage and withdrawal needs.
Who you are
The requirements listed below are representative of the knowledge, skill, and/or ability required to successfully perform this job.
Bachelor’s degree in Business Administration, Warehousing, Logistics, Procurement, or any other related field.
Knowledge of warehousing, transport, shipping, and practical freight forwarding.
Past experience preferable with a busy NGO or UN agency, in food commodities handling tracking and accounting. Prior experience with the WFP Compass system is an added advantage.
Knowledge of eHA regulations pertaining to relief food commodities tracking accounting and reporting.
This position requires a person who is a self-starter, who can accomplish the task with minimal or no supervision. He/she should be able to manage a team of staff as well as cooperate with other units. He/she must be keen on details and a well-organized individual.
Accepts responsibility for your own actions.
Strong leadership and communication skills with both internal team members and external business stakeholders.
Follow through on commitments.
Excellent communication skills are required including written, verbal and interpersonal.
You must have a great understanding of health and safety for yourself and others.
Core Competence
The requirements listed below are representative of the knowledge, skill, and/or ability required for you to successfully perform this job.
Exhibit professionalism in the workplace at all times.
Excellent interpersonal communication skills, organizational skills, and great attention to detail.
Treat others with respect and consideration regardless of their status or position.
Taking ownership of our work, doing what is needed without being asked, following through.
Planning ahead, managing time well, being on time, being cost-conscious, thinking of better ways to do things.
Being helpful, respectful, and approachable, and team-oriented, building strong working relationships and a positive work environment.
Disciplined with outstanding organizational skills.
Exhibits a great amount of flexibility in delivering your duties.
Ability to work in distant locations under minimal supervision.
Exhibit a high sense of security consciousness and alertness at all times and work effectively with security forces to ensure the safety of lives and properties.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate but can become louder at times due to group discussions or activities. eHA is a tobacco-free environment.
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Purpose of the position
The Associate, Store Keeping is responsible for all store operations activities including receiving, deliveries, coordinating stock, documenting store transactions, maintaining records, and overseeing storage and distributing supplies.
What you’ll do
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned.
Receives and inspects all incoming goods and reconciles with purchase orders; processes and distributes documentation with purchase orders; reports, documents and tracks damages and discrepancies on orders received.
Maintains records of all deliveries. Maintains files appropriate to the activities of the unit, such as invoices, order number, receiving date, and shipping date, and prepares reports.
Receives and stores documents and confidential files; maintains records of the approved documents and confidential file destruction.
Returns canceled and damaged items back to vendors as appropriate.
Handles and documents storage and transportation of goods..
Maintains the store's area in a neat and orderly manner
Answers questions regarding procedures and resolves discrepancies regarding the receipt, deliveries, warranties, repairs, and supplies
Maintains inventory, uses inventory management software or excel spreadsheet.
Prepares purchase requisitions for the replacement of stock
Participates in meetings and discussions related to Store keeping.
Ensures hygiene, health, and safety standards are met at all times
Presents a professional demeanor and be consistent at work on time.
Approaches others in a tactful manner and reacts well under pressure.
Treats others with respect and consideration regardless of their status or position.
Accepts responsibility for own actions and follows through on commitments.
Participates in and promotes a positive, supportive, cooperative team environment.
Attends and participates in staff meetings, training classes, and supervision.
Adheres to Policies and Procedures.
Performs any other duties assigned by management.
Who you are
Minimum of a BSc in Accounting, Stores Management, Office Systems, or related field.
Minimum of two (2) years prior related experience in warehouse and storage operations preferably within NGO/ healthcare, or an equivalent combination of education and experience..
Strong communication skills with both internal team members and external business stakeholders.
Must be able to work as a leader and member of a team and possess good problem-solving skills.
Physical strength, stamina, and agility are required.
Considerable knowledge of the occupational hazards and safety precautions applicable to Store keeping.
Good learning ability. Action-oriented and resilient in a fast-paced environment.
Core Competence
Ability to motivate others, delegation, and timely/quality decision making.
Excellent interpersonal, communication and organizational skills.
Ability to communicate, interact and influence effectively at all levels within the Organization.
Must have the ability to manage conflicts and resolve problems effectively.
Action-oriented and resilient in a fast-paced environment.
Advanced computer skills, including Microsoft Windows and Microsoft Office Suite.
Proficiency working within specialized software utilized in the program.
English is the spoken and written language. Fluency in Hausa is desirable.
Ability to read, analyze, proof, and edit documents, and interpret general business periodicals, professional journals, or government regulations.
Ability to write reports, business correspondence, and procedure manuals.
Ability to effectively present information and respond to questions from groups of managers, employees, and the general public.
Language Ability
English is the spoken and written language. Fluency in local Hausa is an advantage.
Ability to read, analyze and interpret general business periodicals, professional journals, or government regulations.
Ability to write reports, business correspondence, and procedure manuals.
Ability to effectively present information and respond to questions from groups of managers, employees, and the general public.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate but can become louder at times due to group discussions or activities. eHA is a tobacco-free environment.
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Purpose of the position
The Deputy Warehouse Manager, will work closely with the Warehouse Manager and supervise all warehouse operations to ensure maintenance standards are adhered to especially as it relates to asset management and inventory controls
What you’ll do
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned.
Responsible for the development and implementation of asset and inventory controls systems and their related documentation.
Responsible for equipment maintenance while also ensuring a proper record of all asset/inventory movements within the organization.
Improves operational quality results by studying, evaluating, and recommending process re-design; implementing changes; contributing information and opinion to unit design and modification teams.
Provides operational management information by collecting, analyzing, and summarizing operating trends.
Ensures proper tracking and movement of eHA assets and ensures necessary documentation of assets when there is a change of status.
Ensuring that all assets are controlled and managed properly in accordance with eHA and donor-specific policies.
Supervises retrieval of assets and reassignment at the end of employee term of service.
Supervises asset allocation during relocation and closure of field offices.
Identifying improvement needs relating to organizational facilities and asset management procedures.
Ensures robust safety of asset and security procedures and training are in place and that operation are in compliance with all required regulations.
Perform related duties assigned by the office of the Warehouse Manager.
Adheres to Policies and Procedures.
Adheres to eHealth Africa Code of Conduct as well as ethical standards of the field.
Who you are
Bachelor’s degree from college or university in Business, finance, Storekeeping or related field.
Four (4) years working experience in Asset Operations, preferably in an NGO or an equivalent combination of education and experience.
Minimum of seven (2) years of operations supervisory experience.
Must possess a Professional Certification in either Facilities Management (IFMA, PMI) or Asset Management (Risk Management).
Proven ability to lead and manage multi-disciplinary/diverse teams, as well as a mentoring team. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedural manuals.
Ability to motivate others, delegation, and timely/quality decision making.
Excellent interpersonal, communication, and organizational skills.
Ability to communicate, interact and influence effectively at all levels within the Organization.
Must have the ability to manage conflicts and resolve problems effectively.
Action-oriented and resilient in a fast-paced environment.
Advanced computer skills, including google sheet/doc, Microsoft Windows, and Microsoft Office Suite.
Proficiency working within specialized software utilized in the program.
English is the spoken and written language. Fluency in Hausa is desirable.
Ability to read, analyze, proof, and edit documents, and interpret general business periodicals, professional journals, or government regulations.
Ability to write reports, business correspondence, and procedure manuals.
Ability to effectively present information and respond to questions from groups of managers, employees, and the general public.
Certifications and Licenses
First Aid, International Facility Management Association (IFMA) and Health & Safety (NEBOSH) qualifications are desirable.
Language Ability
English is the spoken and written language. Fluency in local Hausa is an advantage.
Ability to read, analyze and interpret general business periodicals, professional journals, or government regulations.
Ability to write reports, business correspondence, and procedure manuals.
Ability to effectively present information and respond to questions from groups of managers, employees, and the general public.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate but can become louder at times due to group discussions or activities. eHA is a tobacco-free environment.
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