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Warehouse and inventory management

• Order tracking and supplier liaisons to ensure timely delivery of items
• Timely generation of product receipts in the integra systems after verification and confirmation of products delivered in collaboration with requesters
• Accountable for implementation of warehouse and use of Integra inventory management module
• Accountable for creation of movement journals and monthly physical and system counts at the designated warehouse.
• Ensuring warehouse layout and design is properly implemented and utilized for better storage
• Ensuring effective inventory tracking, monitoring and control.
• Supervising delivery and dispatching commodities, create timely and accurate product receipts
• Ensuring that warehouse’s cleanliness, health and safety requirements are met
• Ensuring that stock control procedures are in place and are properly adhered to
• Record keeping and creation of waybills and gate passes following the prescribed approval flows
• Preparing periodic/monthly country inventory reports.

Assets Management

• The Warehouse Assistant is responsible for recording, reporting, safekeeping and recording all IRC country program assets and equipment. He/she will be responsible for all aspects of the administrative, financial, capital and operations of asset management in accordance with IRC and donors’ rules and regulations.
• Ensuring the Implementation of IRC Asset policies in all IRC Uganda Country Program-Asset maintenance and tracking.
• Timely verification and reporting of assets at grant close-out in collaboration with finance and grants teams as may be required.
• Ensuring all IRC assets are recorded on the Fixed Asset Register (FAR) as per IRC Asset management procedures and policies taking into consideration Donor requirements.
• Managing random asset inventories to check the monthly asset follow-up reliability and take the needed corrective actions.
• Ensuring that all staff adhere to the asset management policy through training and guidance on asset management practices.
• Ensuring donor compliance on donated assets to partners and disposal is properly adhered to at the field operation areas.
• Conducting physical count of assets and verification on quarterly and yearly basis and report discrepancies (loss, sold, damages, unserviceable, returned to donor, under repair property/assets) if any and present to management with appropriate suggestions and recommend corrective actions
• Ensuring that adequate checks are in place, all assets are accounted for and the recovery of IRC assets from staff at the end of their time working for IRC
• Ensuring that monthly, quarterly and yearly spot checks and counts of assets are conducted in all field locations and supporting documentation is kept updated and reported accordingly.
• Ensuring that all assets are insured and damages to assets are claimed on time.
• Ensuring compliance with Supply Chain Management policies to implement the improvement of operational controls as reported on by Internal Audit.

Compliance and Ethics

• He/she will be responsible for implementing donor rules & regulations for assets and inventory management, identifying and analyzing compliance risk processes through:
• Providing consistent and constructive support to other departments to ensure compliance with policies and procedures.
• Identifying and reporting Assets and inventory management red flags.
• Implementing internal and external audit corrective action plans (CAPs)

Reporting

• The Warehouse Assistant is responsible for preparing and submitting accurate: –
• Timely preparation and sharing of standard weekly, monthly, quarterly, and ad-hoc Assets and inventory reports.
• Actively contributing to development and implementation of Country Supply Chain KPIs and Improvement initiatives.
• Contribute to the timely preparation of monthly Supply Chain Management Reports for submission to Country Supply Chain