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Job Title:  Stores Assistant (Fresher NGO Jobs)

Organisation: ALIGHT

Duty Station: Nyakabande – Transit Centre – Kisoro, Uganda

Salary Scale:  UGX 1,000,000 – 1,300,000 (Gross P/Month)

About the Company:

ALIGHT, formerly the American Refugee Committee (ARC), is an international non-profit, non-sectarian organization that has provided humanitarian assistance and training to millions of beneficiaries over the last 40 years. In 2011, Alight helped nearly 2.5 million people get essential services to regain their health and take back control of their lives. Alight works with its partners and constituencies to provide opportunities and expertise to communities of refugees and internally displaced persons in seven countries in Africa, Asia and Europe, including Iraq, Kosovo, and in the Darfur region of Sudan and is currently providing for emergency relief and recovery in Haiti. Alight provides shelter, clean water and sanitation, health care, skills training, microcredit education, protection to help survivors of war and natural disasters to rebuild their lives with dignity, health care, security and self-sufficiency.

Job Summary:   The Stores Assistant reports to the Logistics and Operations Officer and  will be responsible for Proper warehouses management in line with ALIGHT and UNHCR policy requirements, compute and record information, support program team in NFI and food items receipts and dispatches, and reporting. Prepare monthly stores and stock/inventory reports, manage all warehouse related documentation.

Key Duties and Responsibilities:

Warehouses management:

• Daily update of stack cards and bin cards on in and out movement of each item in the stores.
• Timely preparation of stores reports of the commodities at Transit Centre.
• Conduct monthly stock count of commodities in the warehouses with participation of independent members from UNHCR, WFP and Alight program staff.
• Release NFI’s and food items based on receipt of approved stores requisitions from Team Leader and prior authorization from UNHCR Field Team Leader.
• Write stores release or waybill for the requested items which are approved by the UNHCR Field Team Leader and Emergency Response Coordinator leader hence items released to be verified by the leader and acknowledged by the requestor.
• Acknowledge receipts of incoming commodities by issuing goods received notes and update of the stock cards and bin cards immediately.
• Issue out verified waybills for commodities release which go out of the Store/site based on approved release orders by UNHCR Field Team Leader.
• Write a goods return notes for items returned in the store after distribution and a return waybill for return of items to other locations.
• Ensure right stacking of all commodities in the stores, right spacing between the stacks on pallets with adequate aeration.
• Maintain daily cleanliness and tidiness of the stores to upkeep required standards of hygiene.
• Ensure safety and security of stocks in the stores by always keeping the stores locked after opening for release or cleaning and receipts. Control unnecessary entry of unauthorized persons into the stores without prior authorization.
• Timely offloading/packing delivered items in the stores hence timely loading items going out of Transit.
• Check/update records of stock and bin cards after receipts and dispatch or damages.
• Ensure that loaders wear their protective and safety equipment when loading or offloading in the stores.
• Compute, record, and proofread data and other information, such as distribution reports and stock reports before dissemination.
• Maintain and update filing, inventory, mailing, and database systems, either manually or using a computer for the all the record and information relating to warehouse and stores.
• Compile and disseminate distribution summary reports.
• Record amounts of materials or items received, distributed and returned to the warehouses, compile inventory balances and communicate to program.
• Routinely conduct spot checks on the stock positions to ascertain any discrepancies in the stores monthly.
• Maintain records of all activities and processes pertaining to the stock movements in stores.
• Prepare weekly stock in and out stock movement reports for core relief items
• Periodically carry out self-auditing to ensure that correct records are kept, systems and procedures are followed, reporting times are met, etc. by use of designed checklists, stipulated expiry / perishable dates.
• Maintain and update good information/record system for easy reference (copies of all relevant documentation including delivery notes, requisition notes, purchase orders, and shipment, reports, etc.)
• Prepare NFI’s distribution and reconciliation reports at the end of every distribution cycle clearly indicating quantities dispatched, issued to beneficiaries, returns and losses, and monthly stock movement reports.
• Prepare food items daily stock movement reports (DSMR), weekly inspection reports, weekly sitreps, monthly physical inventory reports, incident reports as and when required and prepare Last Mile Device reports on scanned waybills from WFP warehouse premises to capture GPS coordinates.
• Perform any other duties assigned as and when required.

Procurement Support

• Draft RFQ’s and source for quotations from ALIGHT’s pre-qualified suppliers through the official procurement email in order to effect a competitive and fair process of procurement in line with ALIGHT and donor regulations, which will ensure ALIGHT gets best value for money.
• Prepare Bid Analysis’ (BA) for purchases over 300 USD (simple quotation, formal and open tender procurement procedures) to demonstrate open and fair competitiveness.
• Request for Bridger Insight due diligence checks for every procurement transaction with value of more than USD 500 prior to PO issuance, print and attach evidence to procurement file and back up soft copies compliance checks in a folder.
• Prepare Purchase Orders (PO) for approved Purchase Request Forms, ensure PO terms and conditions are signed and attached to PO’s and negotiate delivery dates and ensure timely delivery with the successful supplier.
• Monitor and manage contracts within your field location, maintain updated contracts tracker the field office and update/feedback the country office.
• Maintain an up-to-date procurement tracker for all procurement transactions, prepare the monthly Procurement KPI tracking report in a timely manner and submit this to the Country office by 5th of every month.
• Prepare a procurement status report for the supervisor weekly, share procurement status updates on email to all field office staff on Friday’s weekly indicating the status of all procurements in relation to the procurement plans at the field.
• Develop and implement annual procurement plans for every grant, track and review procurement plans quarterly and maintain an updated procurement tracking sheet for the field site in line with the procurement guidelines.
• Liaise with the Finance department to administer the final payments to vendors in line with the terms and conditions outlined in the PO.

Fleet Support

• Plan and organize vehicle maintenance servicing and repairs through use of vehicle service and maintenance requests forms whenever necessary to ensure timely and effective repair of vehicles.
• Develop and implement a transport requisition system through use of approved gate pass form, ensuring that clear timescales are established and disseminated, and that all necessary approvals are in place prior to travels.
• Ensure routine use of trip log sheets and accurate update by every driver to record details of activities supported with transport appropriately.
• Track and controls issuance and returns of vehicle and motorcycle keys through use of key logs to enhance safety and security of assets.
• Plan, coordinate and manage weekly vehicle movements within and outside your field office to ensure efficient use of the vehicle resource utilization. Develop and disseminate a weekly transport schedule (weekly movement plans) every Friday on weekly basis and ensure that all transport needs are met.
• Prepare the monthly Fleet KPI tracking report in a timely manner and submit this to the Country Office and the Emergency Response Coordinator / Team Leader by 5th of every month.
• Prepare field fuel monthly requests for replenishment, accountability documents and submit to the country office for processing by 28th of every month.

Assets Management

• Maintain and update equipment tracking register for laptops used in pool (shared by staff members) to track issuance and returns for safety and security of assets.
• Develop databases of asset register and goods and property reports for respective field office and share with Country Office and Emergency Response Coordinator / Team Leader on 5th of every month.
• Manage distribution, allocation and tracking movement of all Assets at the field site ensuring all Assets are issued with clear documentation (asset ID form / equipment issue form) fully updated and signed for by the recipient’s. Open and maintain a file for asset it / equipment issue forms to track the records of assets with staff members.
• Carry out quarterly physical verification and validation of assets as well as tagging for the field site and share the signed reports with the Emergency Response Coordinator / Team Leader and Country Office.
• Prepare the monthly Assets KPI tracking report in a timely manner and submit this to the Country Office by 5th of every month.
• Ensure the safety and security of all ALIGHT Assets under your field location.
• Liaise with the IT department to ensure that all Assets are maintained and serviced routinely.

Qualifications, Skills and Experience:

• A minimum of a University degree in Logistics/Procurement /Business Administration or related field.
• 3 years of experience in supply chain management with good understanding of donor and INGO procedures,
• strong organizational skills.
• Computer literate with hands on MS Office programs, especially in MS Excel.
• A demonstrated ability to multi-task and process information into action as to not delay program activities.
• Preferable a resident of Kisoro District or willingness to be permanently based in Kisoro.

How to Apply:
All suitably qualified and interested applicants should apply online at the link below.

Click Here

Deadline: 31st December 2024

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