Shelter Store keeper/logistics assistant

PEACE WINDS JAPAN

Peace Winds Japan (PWJ) is a Japanese Non-Governmental Organization established in 1996. PWJ has been providing humanitarian and development assistance for people affected by forced displacement and natural disasters in more than 20 countries in the world.

PWJ launched its mission in Kenya in 2012 and has been implementing projects funded by UN agencies and the government of Japan in shelter, WASH and youth development to improve living environments of refuge and host populations while promoting peaceful coexistence and self- reliance in the communities in Dadaab, Kakuma and Kalobeyei.

PWJ is UNHCR partner responsible for WASH, Shelter, Stores, Motor vehicle Service Unit, centralized fleet and fuel management for Dadaab Refugee Operations.

JOB OVERVIEW:

The Shelter Logistics Assistant shall support Shelter Engineer in providing leadership and management for the PWJ stores including inventory management record keeping and report writing. S/he will assist in coordination, implementation of stores procedure, functions, and ensuring that the warehousing procedures are adhered to by all the staff every time and the SOPs are followed to ensure a smooth running of the store.

TASKS AND RESPONSIBILITIES

• Ensuring conformity of the supplied goods according to the specifications in the PO documents.
• Ensuring that goods are stored in a good environment to avoid damages and destruction by rodents and destructive insects, stock checking and stock taking,
• Dispatch of items to program sites as instructed by the Shelter Engineer.
• Ensure the quality of materials received to the stores and quality of shelter components produced in the stores according to the specification in close coordination with the Shelter Engineer.
• Review daily and weekly stock flows, summarize and consolidate and submit regular reports to the Shelter Engineer and Procurement Officer.
• Make recommendations for restocking of needed building materials when stock level reaches 30%,
• Develop supervision mechanism and accountability of all tools given to the daily labourers’ and the contracted carpenters, and ensure that tools used at the stores and stores is collected and accounted for every day at the end of days’ work,
• Jointly with Shelter field Assistant, ensure that materials are handled in the most acceptable safety manner by the workers to avoid injuries to users.
• Preparing and keep record of Good Receive Notes (GRN) for incoming shelter materials to the stores and Good Release for dispensing shelter materials out from the stores. Submit the report to Shelter Engineer for endorsement
• Monitoring resource usage and storage and any other duties as may be assigned by the supervisor.
• Identifying potential people for recruitment as stores labourers and providing basic skill training to them.
• Preparing all labour payment sheets related to stores activities.
• Assist in ensuring timely submission of all financial documents to the finance department by the stipulated date
• Perform other related duties as may be required.

Inventory Management

• Oversee maintain inventory database for all supplies in the stores with understanding and dedication to ensure a smooth running of the procedures and functions of the programs and to meet the requirements of the donors.
• Ensure full awareness of donor contractual clauses and develop checklist for clauses that are transferable and ensure they are implemented as per conditions in the donor agreement.
• Maintain distribution reports, daily, weekly and monthly inventory records with accuracy and produce reports.
• Ensure that proper and safety warehousing procedures are adhered to all the time and accountability of goods is assured.
• Managing storage of supplies according to the PWJ rules and regulations and maintaining an efficient system for release and distribution of goods.
• Ensuring that delivered goods are checked for quality and quantity against the purchase order and a GRN is prepared well indicating any discrepancies and damages if there are any.
• Participating in the monthly physical count of the inventory and reconciling any discrepancies with the UNHCR Shelter unit.

Transport distribution and planning

• Planning transportation of items from the stores to the distribution’s points in all the camps.
• Preparation and giving out accurate distribution planning to the relevant authorities.
• Ensuring that the employees and working in the warehousing sector are managed well as a team or individually in order to maximize their performance and contribution towards PWJ mission and achieving the desired goals.
• Liaising with other logisticians in other camps to ensure that the supply and distribution activities are effectively supported.

QUALIFICATIONS:

Education:

• Diploma in stores or warehousing management, business management or similar qualifications and skills in accurate reporting.
• Certificate in Microsoft office

Experience: 5 Years in stores/store.

Other knowledge, additional competences

• Sensitivity in handling hazardous materials and their disposal.
• Reliable, Respectful, Honest and good safety skills.
• Commitment to and understanding of PWJ Vision, Mission and Values.

Other knowledge, additional competences

• Working Proficiency: English/Kiswahili Languages.
• Sensitivity in handling and disposing of documents which may be important.
• Reliability, Honesty and good organizational skills.
• Sound back ground in warehousing and inventory management, record keeping and experience in commodity tracking and reconciliation.
• Good working knowledge of Logistics procedures and system.
• Ability to work effectively in a multicultural environment as a team player.
• Flexibility and willing to adapt to changing environment.
• Good communication and writing skills.
• Good organizational and planning skills

General Employee Obligations and Responsibilities

• The Employer stipulates the right to assign the Employee any other kind of work derived from his/her specialization. In case of urgent work and such like the Employee may be asked to work overtime as well as during public and other holidays.
• Adhering to all PWJ’s policies and procedures at all times.
• Deliver project objectives within time, resource and budget constraints.
• Correctness and completeness of given tasks.
• The Employee takes over the responsibility for all entrusted material or cash. The Employee is obligated to cover all damages or losses caused by his carelessness.
• Prompt providing of all relevant information to his/her supervisor.
• Maintain confidentiality of all information gained from employment within and not publicly available.
• Representing and upholding the values of PWJ at all times.
• Behave in appropriate manners at all times and in all places.

LANGUAGE SKILLS

• English: professional fluency.
• Kiswahili: Native/Advanced.

Working Conditions:

The position is based at Dadaab refugee camp. Hot weather is prevalent throughout the year. The holder of this position is recruited in line with the PWJ terms and conditions of service. The incumbent shall reside in UNHCR refugee camp while executing official duties.