Store Keeper

The Organisation

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.

We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.

Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries.

ROLE PURPOSE

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.

We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.

Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries.

This role will be responsible to:

• Perform a varied range of tasks to deliver an efficient, cost effective and quality service to the Plan International Tanzania Emergency Response Program.
• Provide warehouse management support required for the implementation of the program in and around Kibondo, particularly in the stores at the Kibondo office and in the storage areas in Mtendeli and Nduta Camps.
• Be responsible for the passage of all goods through the warehouse system and the correct, safe receipt, efficient storage, packing and dispatch of all items.
• Ensure that the store is well maintained, clean both inside and out and that goods are well arranged and safely stored, for easy access and use.
• Make sure that an items are being arranged properly and those items are being recorded on Ledger book, stock cards and bin cards.
• Prepare weekly reports for all stores and compile them for the monthly report. Also prepare counter cycle count every after two months and submit to Procurement and Logistics Manager.
• Check and make sure that items received meet required standards; Packaging, Expiry date and part/serial/model numbers, etc
• Keep the management well informed about the minimum stock balances in relation to consumption rate. Advise relevant sections to re-order stock.
• Assist program staffs to follow up PR’s which are pending from procurement and logistics department give them feedback on the status.
• Inform program sector leads on deliveries of items in the store for distribution preparation.
• Make sure all the store books are well kept in a secure way (Ledger book, release, waybill books and Delivery Books).
• Conduct regular physical stock counts and produce a monthly stock inventory report.

Dimensions of the Role

• Liaises with program teams on incoming items and ensures these are received, stored and distributed to beneficiaries according to the project guidelines.
• Monitors performance of the service provided by stores to other teams and gives/guidance to managers in specialist areas.
• Manages high value stocks, assets and stores processes.
• Regular communication is required internally (with line manager, team managers and coordinators, other warehouse providers (UNHCR, WFP, other INGOs) and external transporters and contractors.

Accountabilities

General emergency program logistics

• Understand the overall needs and timelines of project demands, including key activities that require focused warehouse planning as communicated by the programming teams.
• To responsible for providing information and knowledge and promoting Plan International’s principles and ways of working, code of conduct, gender mainstreaming and make sure its demonstrated or promoted by all associated with stores.
• Ensure that the warehouse function is fully and strategically integrated in development and implementation of humanitarian programs/projects
• Oversee management of the warehouse (s) and of decentralised/prepositioned stocks held with partners & vendors.
• Ensure that the warehouse(s) provide(s) an efficient storage and supply of equipment to Plan International programmes and advise the logistics manager and Emergency Response Manager on levels of stock and condition of goods through careful monitoring and supervision.
• Obtain information from logistics manager and liaise closely with other team members throughout the assessment, planning, design and implementation stages of all activities. on field offices requests (items, time of delivery etc.)
• Through the use of transporters ensure a smooth loading & unloading operation, timely availability of trucks, ensuring transporter services are well covered. This needs to include communication on workload/ loading plans, paper trail handling, transit loss handling, accurate & timeous & correctly Invoicing, payments & grievance handling according to the specific donor & organisational guidelines.
• Ensure donor compliance issues are well covered in the warehouse operations/management including but not limited to ensuring adequate audit trail, commodity tracking & constant liaison with the donor field representatives etc.
• Ensure adequate and efficient commodity transport arrangements at all times
• Ensure adequate controls at all times including maintaining a buffer stock/re-order level to minimise/avoid stock outs
• Monthly warehousing & stock reporting according to the specific donor guideline & organisational standards
• Support in the development of Programme warehouse plan(s) covering all critical aspects including the end of project issues like resourcing (staff & equipment), asset & stock disposal plan, Health & Safety aspects among others.
• Support the ERM and Logistics Manager to manage and arrange disposal of obsolete and excess stock

Maintenance of the store(s) and equipment

• Perform general supervising housekeeping duties, ensuring the office building and yard are kept tidy at all times
• Be responsible for the layout within store areas, making sure these are clean, tidy and free of pests.
• Ensure the necessary equipment is readily available for proper warehouse management (stationary, pallets, bags, boxes, tapes, labels, loading material, repair kits, etc.

Receiving

• Ensures correct receipt of goods (adequate checking of deliveries of goods for quality and quantity ensuring correct recording of details on relevant/appropriate forms. (GRNs, Waybill or Delivery Note)
• Ensures that all goods are stored and packed safely and securely.
nafasi za kazi
• Ensures that stock levels are recorded correctly on bin cards
• Ensure Goods Received, Stock Issue Notes and Waybills are completed and correctly filed daily.
• To manage all bulk Fuel receipt, storage and dispatch keeping accurate fuel monitoring records

Despatch

• Ensure the issue of goods from stock only on receipt of an authorised stock request form.
• Liaise with the Programme teams & other logistics team members on the distribution plans for the development of loading plans.
• Liaise with transporters, programme teams & the rest of the Logistics team on the trucks for loading and distribution
• Ensure that the correct documents are produced for the dispatch of goods. (All items/equipment/materials leaving the warehouse must be issued with a Waybill signed by the Transporters and returned with the signature of the Receiver)
• Ensure correct loading and unloading of trucks.
• Organise the manual loading and unloading of trucks when necessary.
• Reporting and documentation
• Produce & submit regular stock count records and stock movement reports
• Compile monthly stock reports, and ensure that discrepancies in stock levels are reported timeously
• Produce donor warehouse reports or provide input for donor reports as and when required
• Maintain proper, chronological filing of all warehouse documents including the Bin Cards.

Health and Safety, Security and Cleanliness

• Ensure that all health and safety procedures are understood and followed by all who use the warehouses.
• Be responsible for the security of the warehouse and the stock.
• Be responsible for the eradication of rodents and insect infestations and fungi development and to maintain a zero tolerance level.
• Be responsible for maintenance of the warehouse building and all equipment.
• To ensure the warehouse and compound are tidy and clean.

Personnel

• To verify/check casual labourers attendance sheets for payment & ensure timely payments.

Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

Key Relationships

• Reports to the Procurement and Logistics Manager;
• Supports the Child Protection, Youth and Education in Emergencies team in the timely distribution of startup kits, items for incentive workers and non-food items (NFIs)
• Interacts with all Program staff, partners and Government Staff
• Works closely with Finance, Admin, ICT and HR staff as required

Technical expertise, skills, and knowledge

Essential:

• Diploma in Store keeping or Diploma in Procurement and Supply chain Management/ Logistics as minimum education qualification, with a minimum of 2 years of practical experience in similar role at a reputable organization.
• Procurement experience for donor funded projects, experience in refugee setting is added advantage.
• Experienced in system-based stores management, inventory management and reporting.
• Fluent in English and Kiswahili languages

Behaviours:

• Models and promotes efficient services and instil customer care attitude in teams.
• Promotes the development of effective systems and policies
• Promotes innovation and learning, Ambitious, realistic and action oriented.
• Clear and effective communication/Excellent communication skills
• Models integrity.
• Builds motivated, proactive, effective and committed teams in all the support areas.
• Model best practices and excellence in support services delivery to plan and partners.
• Products and services comply with quality standards
• Analytical and problem solving skills
• Strong team player and motivational skills
• Proficient in computer skills

Essential

• Team working skills
• Flexibility in tasks undertaken
• Ability to work under pressure and deadlines
• Accuracy on figures and paying attention to detail
• Commitment to humanitarian principles and action
• Knowledge of various key donor guidelines and procedures

Proficient

• Works with minimum supervision
• Reliable team member
• Fast, efficient and accurate
• Fully capable of performing all aspects of job

• Eager and able to assume more difficult work
• Proactive approach to problem solving

Plan International’s Values in Practice

We are open and accountable

1. Promotes a culture of openness and transparency, including with sponsors and donors.
2. Holds self and others accountable to achieve the highest standards of integrity.
3. Consistent and fair in the treatment of people.
4. Open about mistakes and keen to learn from them.
5. Accountable for ensuring we are a safe organisation for all children, girls & young people

We strive for lasting impact

1. Articulates a clear purpose for staff and sets high expectations.
2. Creates a climate of continuous improvement, open to challenge and new ideas.
3. Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
4. Evidence-based and evaluates effectiveness.

We work well together

1. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
2. Builds constructive relationships across Plan International to support our shared goals.
3. Develops trusting and ‘win-win’ relationships with funders, partners and communities.
4. Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

1. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
2. Builds constructive relationships across Plan International to support our shared goals.
3. Develops trusting and ‘win-win’ relationships with funders, partners and communities.
4. Engages and works well with others outside the organization to build a better world for girls and all children.

Physical Environment

The post holder will be working 50% of his/her time at the camps and 50% at the office.

Level of contact with children

Occasional interaction with children  

Location: Kibondo and Nyarugusu

Reports to: Procurement & Logistics Manager

Grade: B

Closing Date: 15th May, 2020