Daily update of stack cards and bin cards on in and out movement of each item in the stores.
Timely preparation of stores reports of the commodities at Transit Centre.
Conduct monthly stock count of commodities in the warehouses with participation of independent members from UNHCR, WFP and Alight program staff.
Release NFI’s and food items based on receipt of approved stores requisitions from Team Leader and prior authorization from UNHCR Field Team Leader.
Write stores release or waybill for the requested items which are approved by the UNHCR Field Team Leader and Emergency Response Coordinator leader hence items released to be verified by the leader and acknowledged by the requestor.
Acknowledge receipts of incoming commodities by issuing goods received notes and update of the stock cards and bin cards immediately.
Issue out verified waybills for commodities release which go out of the Store/site based on approved release orders by UNHCR Field Team Leader.
Write a goods return notes for items returned in the store after distribution and a return waybill for return of items to other locations.
Ensure right stacking of all commodities in the stores, right spacing between the stacks on pallets with adequate aeration.
Maintain daily cleanliness and tidiness of the stores to upkeep required standards of hygiene.
Ensure safety and security of stocks in the stores by always keeping the stores locked after opening for release or cleaning and receipts. Control unnecessary entry of unauthorized persons into the stores without prior authorization.
Timely offloading/packing delivered items in the stores hence timely loading items going out of Transit.
Check/update records of stock and bin cards after receipts and dispatch or damages.
Ensure that loaders wear their protective and safety equipment when loading or offloading in the stores.
Compute, record, and proofread data and other information, such as distribution reports and stock reports before dissemination.
Maintain and update filing, inventory, mailing, and database systems, either manually or using a computer for the all the record and information relating to warehouse and stores.
Compile and disseminate distribution summary reports.
Record amounts of materials or items received, distributed and returned to the warehouses, compile inventory balances and communicate to program.
Routinely conduct spot checks on the stock positions to ascertain any discrepancies in the stores monthly.
Maintain records of all activities and processes pertaining to the stock movements in stores.
Prepare weekly stock in and out stock movement reports for core relief items
Periodically carry out self-auditing to ensure that correct records are kept, systems and procedures are followed, reporting times are met, etc. by use of designed checklists, stipulated expiry / perishable dates.
Maintain and update good information/record system for easy reference (copies of all relevant documentation including delivery notes, requisition notes, purchase orders, and shipment, reports, etc.)
Prepare NFI’s distribution and reconciliation reports at the end of every distribution cycle clearly indicating quantities dispatched, issued to beneficiaries, returns and losses, and monthly stock movement reports.
Prepare food items daily stock movement reports (DSMR), weekly inspection reports, weekly sitreps, monthly physical inventory reports, incident reports as and when required and prepare Last Mile Device reports on scanned waybills from WFP warehouse premises to capture GPS coordinates.
Perform any other duties assigned as and when required.