Job Title: Warehouse Officer – Gifts in Kind (GIK)
World Vision Uganda is a Christian Relief, Development and Advocacy Non-Government Organization dedicated to working with children, families and communities to overcome poverty and injustice in over 40 districts of Uganda. World Vision is committed to the protection of children and does not employ people whose background is not suitable for working with children.
All employment is conditioned upon the successful completion of all applicable background checks, including criminal record checks where possible. “Our Vision for every child, Life in all its fullness. Our prayer for every Heart, the will to make it so.”
Job Summary: The incumbent will primarily be responsible for processing all Gifts In Kind (GIK) processes to support achievement of the strategic objectives of World Vision Uganda.
Key Duties & Responsibilities:
1. GIK Tracking and Customs Clearance:
- The GIK Operations Officer shall track GIK from the country of origin up to Uganda.
- Receive and provide relevant shipping documents to the Clearing Agent on time.
- To follow up with the Clearing Agent to ensure that, upon arrival into the country, the products are cleared within 15 days or less on time.
- Make sure that all the necessary pre-approvals for GIK are secured from relevant bodies including Office of Prime Minister, National Bureau of Standards (UNBS) and National Drug Authority (NDA) etc.
- Ensure that clearance requirements like tax exemptions are obtained within two weeks upon the arrival of GIK good in country.
- Ensure that GIK is release to ADPs on first in first out basis
- Actively distribute and maintain distribution records including goods requisitions, delivery note and way bills for accountability purposes
2. Inventory Management:
- Control inventory levels by conducting physical counts; reconciling with data storage system.
- Ensure Ware house records (Ledger books, stack cards and stock control sheets) are accurately filled and updated regularly.
- Receive, analyze and file GIK end use reports from respective Area Development Programmes, Clusters or Organizations.
3. Warehouse Management and Distributions Management:
- Maintain all the general rules of warehouse condition and order as stipulated in the GIK minimum standards of World Vision International;
- Safeguard warehouse operations and contents by implementing and/or monitoring security procedures/protocols.
- Maintain physical condition of warehouse by planning and implementing new design layouts; inspecting equipment; issuing work orders for repair and requisitions for replacement.
- Design a warehouse layout and floor plan for orderly storage of GIK.
- Ensure that the warehouse conditions for storage of medicines are met.
- Work closely with the Programme Managers/Programme Coordinators to coordinate the distribution of the respective field locations.
- Offer technical support to the Field teams in GIK stores management.
4. Supervision and Capacity building of warehouse staff:
- Provide on-the-job training for the staff that works in the warehouse, including Casual Laborers.
- Work in liaison with the Logistics Manager to provide warehouse management and control training to all field staff.
- Make sure that all Ware House staff including the Casual laborers undergo training in GIK minimum standards, GIK Operational manual and fire safety.
- Mentor and supervise the GIK Warehouse Assistant.
5. Reporting:
- Ensuring that warehouse reports are submitted to the head office by the 19th of every month.
- Prepare monthly GIK Receipt Summary, Dispatch summary, Loss Status Reports, GIK in transit to WVU, Physical Inventory Reports, narrative reports with challenges, successes, risks and recommendations on every 19th day of each month.
Qualifications, Skills and Experience:
- The applicant should hold a Bachelors Degree in Procurement and logistics management, Stores management, Business Administration or related discipline.
- Possession of a Post Graduate Qualification in Stores Management or Warehouse Management.
- At least three years’ experience preferably with a busy International None Government Organization or UN agency, in NFIs handling, tracking and accounting.
- Extensive knowledge of Warehouse, Freight & Forwarding, Transport and Shipping operations is desirable.
- Possess a clean riders’ license with ability to ride a Motorcycle within Kampala city.
- Mature Christian, able to stand above denominational diversities
How to Apply for the job:
All suitably qualified candidates must send their applications with complete Curriculum Vitae, via email to: wvujobs@wvi.org. Please address the application to the People and Culture Specialist (Recruitment) and do indicate the post title in the email subject line.
NB: Qualified female candidates are particularly encouraged to apply.
Deadline: Wednesday, 11th June, 2014
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