Fleet and Warehouse Officer

Job Description

TEAM/PROJECT: Supply Chain Department

LOCATION: Semera

GRADE: 4A

POST TYPE: 

CHILD SAFEGUARDING: 

Level 3:  the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

Risk and Compliance: 

The role holder is required to carry out the duties in accordance with the SCI Fraud, Bribery, and Corruption policy and code of conduct. The key responsibilities include understanding and complying with the SCI policies and procedures, not committing any act of fraud, bribery, or corruption, understanding risks in their area/role, and implementing mitigation measures, report any suspected fraud, bribery, or corruption immediately, declare conflicts of interest in accordance with internal procedures and complete mandatory training related to ethics and anti-fraud measures

ROLE PURPOSE: 

Under the supervision and guidance of the Supply chain Coordinator, the Fleet and warehouse Officer is responsible for the day-to-day management and coordination of rented light vehicles and freight transport requests, handle vehicle databases and related documentations, processing payments for rental vehicles and freight transport. Ensure Hawassa field office warehouse management system is managed in line with the SCI standards. 

The warehouse and Fleet Officer is responsible to ensure and support SCI in property handling and Program stock management as per donor and SCI guidelines. He/she will also be responsible for receiving and dispatching all program stocks and food commodities to and from SCI warehouses. He/ She will also be responsible for dispatching program items to implementation areas and hold responsibility for proper tracking and organizing warehouse documentation.   

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

SCOPE OF ROLE:

Reports to: Semera Field office Senior Supply chain officer: 

Direct/ Staff directly reporting to this post: 7 -Drivers 

Indirect:

• Responsible for making standard maintenance of AO fleet assets according to the standard and ensure that the fleet is maintained and serviced regularly as per manufacturer’s recommendations

• Ensure close supervision and monitoring while vehicles are in the workshop
• Check and verify the maintenance work done is to the required standard
• Update the maintenance tracking of vehicles in the workshop.
• Implement Maintenance schedules and protocols (including A-D services and ad hoc/unanticipated maintenances)

• Submit daily status of vehicles in garage to SC Coordinator and CO Fleet.

• Make sure all AO fleet is in a sound technical /running condition at all times

• Responsible for appropriate documentation, tracking and filing of all maintenance & repair activities in a soft copy

• All fleet maintenance history files to be kept up-to-date and service schedule recorded properly

• Carry out technical condition assessments for external rental vehicles before deployment to field and ensure fuel standards are in place and monthly payments are done timely. 

• Make sure all FO vehicle tyres to be recorded on tire control tags and do surprise checks on vehicles. Tyres will not be mixed up as the serial numbers are recorded and easily controlled

• Assist in assessment of SCI vehicles official drivers driving skills before employment when  and as necessary.

• Make sure all SCI vehicles at AO are well equipped with safety and security equipment (seat belts, front and back seats, fire extinguishers, first aid kits, basic & recovery tools, communication equipment etc.) 

• When SCI vehicles involve into an accident and when the repair/maintenance is done by the outsourced workshop, follow up the repair, after the repair finish make technical inspection, insure the quality of work and report/confirm the quality of work to CO Fleet and Transport team  before the vehicle discharge from the workshop.

• Comply with all relevant Save the Children policies and procedures with respect to child protection, health and safety, security, equal opportunities and other relevant policies

• Collect and compile all SCI vehicle maintenance truckers on a monthly base

• Ensure ProFleet monthly journey report is submitted to CO and uploaded on ProFleet before the soft close monthly.

• Perform any other duties assigned by your immediate supervisor

Movement planning:

• Receive weekly updates from teams on their movement plans for the week ahead and assign drivers accordingly.

• Carefully manage all fleet-related necessary records, vehicle logbooks and vehicle maintenance reports.

• Maintain overall accountability for the condition of vehicles and cross-check of weekly movement plans with Safety and Security.

• Carefully handling vehicle service requests from staff, and responding to requests on due time

• Assigning vehicles to users at the right time

Warehouse and Stock Management

• Implement an effective warehouse and stock management and control system.

• Record and document all stocks in and out into/from warehouse. 

• Responsible for managing waybills, GRNs, Item Issuance form warehouse, bin card, stock card and ledger books Model 19 from government partners. 

• Administer, maintain, and ensures the smooth operations and functionality of the Total Inventory Management (TIM) operation on consistent manner. 

• Maintain an up-to-date stock register and implement an assets management information system in accordance with the SCI policies and procedures. 

• Safeguarding commodities from any type of damages. To this effect, the warehouse and fleet officer must ensure that:

• Storage is safe and clean and protects commodities from damage and loss.     

• Ensure expiry dates of perishable commodities are regularly followed and reported. 

• Ensure goods are kept according to their homogeneity, and all materials are kept visibly separate. 

• Receive items as per the purchase or dispatch note. 

• Efficiently utilise storerooms, displaying of items in accordance with their natural homogeneity, discriminating items that need special care and protection, locating fast moving item at accessible place, maintaining proper stock records.

• Provides periodic inventories of items for supervisors and staffs. 

• Ensure Stock and asset are tracked against the programme, project codes and SOFs.

• Ensure perishable stocks: shelf life/expiry dates and batch numbers are recorded on arrival and actively monitored. 

• Report actual stocks movement, expected arrivals, and planned deliveries and all other relevant information. 

• Receive orders and dispatches items on time.

• Organize loading and unloading of goods. 

• Ensure monthly stock reports are completed and submitted to HFO supply chain coordinator and all concerned bodies. 

• Keep records of all relevant warehousing documents and correspondences in their respective file as per the established filing procedures. 

SKILLS AND BEHAVIOURS (Our Values in Practice)

Accountability:

• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved

Ambition:

• Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future orientated, thinks strategically.

Collaboration:

• Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to

Creativity:

• Develops and encourages new and innovative solutions
• Willing to take disciplined risks

Integrity:

• Honest, encourages openness and transparency