More than 3.6 million people have fled across borders to seek safety in the 1st month since the escalation of conflict in Ukraine on February 24, 2022, and over 6.5 million Ukrainians are reported to be displaced internally. As the vast majority of the displaced are women, girls, and boys, this could become the worst humanitarian crisis Europe has seen in decades.
Between February 7-23, 2022, an IRC team undertook a scoping mission covering Poland and Ukraine to better understand the context, humanitarian and civil society landscape, and anticipated service gaps in the event of an escalation of conflict in Ukraine and consequent displacement into neighboring Poland. As of February 24th, the IRC has pivoted to an emergency response, and have identified partner agencies in Ukraine to facilitate immediate assistance that can be used where it is the most needed. Simultaneously, the IRC is establishing operations across Ukraine to complement partner response services either in breadth or scale.
In Poland, the IRC has launched a country program through the emergency response team. The IRC currently has offices in Lublin, and is looking to expand in programme scale, scope and geographic support over the coming months.
This position will be based in Vinnytsia, with occasional travel within Ukraine as necessary. As this is a fluid and rapidly changing context, the location of this assignment may change based on the needs of the program. This position will be unaccompanied, with the possibility of review at the end of the first year. Housing will initially be in hotels, or shared, IRC accommodation.
The Warehouse Officer is an integral member of the Supply Chain Department, and holds primary responsibility for inventory, asset, property, and warehouse management. The role is responsible for implementing the IRC inventory policies with regard to all project items, including cycle counting, reporting discrepancies, pharmaceutical quality assurance, and cold-chain management where applicable.
1. Materials Receiving and Dispatch
• Receive and document materials from suppliers and other sources
• Inspect materials during receiving and update required documentation
• Liaise with the Warehouse manager and Supply Chain manager to advise Programs of potential inventory shortages and to provide update on stock levels
• Organize a cold-chain system and ensure cold-chain items are handled appropriately
• Inspect materials dispatched from the main warehouse to field site warehouse and update appropriate dispatch documents
• Implement Supply Chain Standard Operating Procedures on assets and inventory management
• Handle all Contribution In Kind (CIK) and Closed-Grant Inventory
• Organize the replenishment of stock items as need arises based on an approved purchase requisitions and inventory management policy
2. Warehouse Documentation
• Update stock cards, bin cards, and inventory system regularly
• Implement standard warehouse documentation processes such as delivery Report, Waybills, Store Release, Bin Cards, and Stock Cards
• Maintain the Warehouse records (i.e. Warehouse Register) for all outgoing and incoming receipts and activities
• Ensure Warehouse Authorization Schedule is up to date and is displayed in a visible place in the warehouse
3. Warehouse Controls
• Participate in, and provide accurate reports for, year-end counts exercise
• Fully participate in periodic 20% inventory cycle-counts for all stock
• Conduct periodic internal inventory checks and document all findings, discrepancies, and reconciliations
• Implement (FIFO, FEFO, LIFO) procedures for goods in the warehouse
• Ensure efficient and effective arrangement of storage facilities with appropriate layout, and with signs displayed visibly
• Assign tasks to and supervise casual laborers
4. Warehouse Safety and Security
• Ensure physical security of the Warehouse by restricting visitors and unauthorized persons
• Implement and ensure effective and understandable safety procedures
• Ensure the maintenance of warehouse building(s), fittings, and equipment
• Maintain and document an effective warehouse pest control program
• Maintain and periodically service fire extinguishers
5. Asset and Property
• Ensure that all assets are controlled and managed properly in accordance to donor-specific polices
• Implement standard IRC assets management policies and procedures
• Update appropriate Asset records, including the Asset register and produce monthly Asset reports
• Work closely with the supervisor to dispose of assets by mechanisms such as auction, transfer, and donation, in compliance with donor requirements and organizational policies
• Conduct asset inventory (physical count) during each reporting period
• Prepare updated asset list for end-of-grant report and develop running cost-analysis of assets
• Prepare and submit accurate inventory and asset reports to supervisor on time pursuant to donor requirements for assets
• Develop and update warehouse material distribution plans as required
Key Working Relationships:
Position directly supervises: None
Other Internal and/or external contacts:
Internal: Regular relationships with Program staff, Operations and country Supply Chain staff at all levels
Education: College degree or equivalent in Supply Chain Management, Logistics, Business Administration or related field
Work Experience: 3-4 years of work experience in supply chain operations (Warehouse/Asset).
Prior experience of working in Logistics, Inventory, or Warehouse Officer position in a multi-cultural environment
Demonstrated Skills and Competencies:
• Fluent English written and spoken is required; Ukrainian and Russian preferred
• Competent with Microsoft Office365 software, including Word, Excel, and Outlook, and ERPs, including Microsoft Dynamics365
• General knowledge of supply chain procedures and tools
• Good mathematical skills
• Strong sense of personal integrity
• Attention to detail and ability to multi-task
• Team spirit and problem-solving ability
• Excellent interpersonal and communication skills
• Remains productive when under pressure
• Demonstrates a systematic and efficient approach to work
• Relates and works well with people of different cultures, genders, and backgrounds
Standards of Professional Conduct: The IRC and IRC workers adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.
Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances
IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.