Roles and Responsibilities:

Brief of the Role:

Overseeing, directing, coordinating, and exercising control over all warehouse and logistics activities and tasks. This includes reviewing and enhancing tools, procedures, and policies in collaboration with the supply chain coordinator. The role involves optimizing operational efficiency and ensuring the effective management of warehousing and logistics operations.

Specific Responsibilities:

General Tasks:

• Contributing to the development of warehouse, assets, fleet, and logistic policies and procedures.
• Contributing to the development of job descriptions for warehouse, assets, fleet, and logistic position and the department organogram.
• Technical representation in recruitment committees for warehouse & logistic staff and performing all related technical recruitment tasks (setting questions, evaluating applicants, reviewing job announcements, etc.).
• Conducting workshops to clarify policies and procedures for employees (new and during policy and procedure development).
• Supervising and following up on all warehouse and logistic team and ensuring they perform their tasks.
• Ensuring the implementation of the warehouse, asset, and logistic policies and procedures in IDA operation unites
• Monitoring and controlling of warehouses stock and assets by conducting Supervision visit reports per month and Annual inventory for Asset and Stock.
• Coordinating with other departments in IDA (procurement, finance, projects, resources, etc.) to facilitate logistical operations for projects and resolve pending issues between departments.
• Forming destruction committees and coordinating with the relevant government authorities for implementation.
• Final review of all reports issued by Warehouse, assets and logistic unites, including consumption reports, periodic and annual inventory reports, and asset reports.

Warehouse Management tasks:

• Plan the annual warehouses budget to identify and optimize responses to mission and project needs.
• Monitor the implementation of Warehouse and Stock Management activities.
• Ensure compliance with IDA standards, protocols, and procedures for medical and logistics stocks.
• Develop warehouse mapping, organizational charts, and job analyses for warehouse staff.
• Develop warehouse tracking tools, controlled procedures, and policies aligned with GSP & WHO SOPs and IDA work conditions.
• Set development plans for the warehouse unit in line with IDA’s strategic plan and activate the warehouse module in the institution’s software in coordination with DTI Unite.
• Conduct workshops and training sessions to enhance the capacity of warehouse staff.
• Ensure all equipment and premises are adapted to the proper storage of goods in compliance with donor requirements and Good Distribution Practices.
• Manage physical and administrative aspects of products inside the warehouse, ensuring proper management in conjunction with donors.
• Analyze monthly/quarterly warehouse data, identify problems, and propose solutions to line managers regarding stocks.
• Oversee daily warehouse operations, including quality assurance, inventory control, space management, logistics, floor productivity, shipping, and customer service.
• Schedule and oversee the warehouse team, managing work flow to maximize efficiency and minimize overtime.
• Meet regularly with warehouse teams to analyze productivity and develop actionable plans for loss prevention

Logistics Management:

• Coordination with the In-kind donors, suppliers, procurement, local authorities, and warehouse units to facilitate cross-border shipments to the IDA warehouses /final delivery points.
• Activating the role of the logistics assistant to facilitate transport on the ground.
• Coordinating with the safety and security unite to ensure road safety and selecting the safest route proposals (security approval for time and route).
• Supervising the movement of vehicles and the fleet owned or managed by IDA and monitoring vehicle movement records, and issuing vehicle movement orders in coordination with the disbursement officer.
• Ensuring the transportation of staff or guests for their assigned work tasks (institution vehicles, booking flights and hotels) in accordance with the IDA’s established policies (finance, and procurement).
• Securing all supplies for the IDA’s office and units and managing the direct delivery from the source to targeted unites (in-kind and service-related) in accordance with the approved and implemented IDA policies.
• Provide guidance on best practices for managing assets, archiving them both physically and electronically, and ensuring policy compliance.
• Supervising and following up with the logistic staff for asset registration operations and related procedures.
• Registering assets in the general administration office and following up on asset registration in sub offices (asset movements including receipt, delivery, donation, and disposal) and issuing clearance certificates for employees.
• Issuing asset reports for projects upon request.
• Representing the supply chain in asset inventory committees.
• Supervise assets transportation.