Job Summary
- We are currently recruiting a Warehouse Assistant based in Yobe State.
- The Warehouse Assistant supports the day to day warehouse operations by receiving, storing, and issuing goods, maintaining accurate inventory records, monitoring stock levels, and ensuring proper storage conditions.
- The role assists in stock control, dispatch activities, warehouse documentation, and loading / unloading operations while ensuring compliance with ACF warehouse management procedures to support efficient and timely project delivery.
Key Responsibilities
Mission 1: Manage Inventory and Stock Control:
- Receive, inspect, and verify all incoming and outgoing goods, ensuring accuracy in quantity, quality, and supporting documentation.
- Immediately report any discrepancies, damage, losses, quality concerns, or documentation issues.
- Maintain accurate and up-to-date inventory records, including Stock Follow-Up (SFU) reports, bin cards, stock cards, stock registers, and other inventory documentation.
- Monitor stock levels and minimum stock thresholds, anticipate shortages, and recommend replenishment actions based on consumption trends.
- Review stock thresholds regularly and provide recommendations for adjustment based on stock utilization patterns.
- Conduct monthly physical inventory counts and participate in ad hoc stock counts when required.
- Prepare and submit inventory reports and SFU reports in a timely manner.
- Identify slow-moving, obsolete, damaged, expired, or unused stock and report findings for appropriate action.
- Monitor expiry dates of food, medicines, and other time-sensitive items, ensuring compliance with First Expiry First Out (FEFO) principles and proper stock rotation.
- Ensure programme stock is released and utilized within applicable grant implementation timelines.
Mission 2: Manage Warehouse Operations and Storage Conditions:
- Ensure compliance with ACF warehouse management procedures, KitLog standards, and inventory control requirements.
- Control access to storage facilities and maintain custody of warehouse keys in accordance with security procedures.
- Maintain clean, organized, secure, well-ventilated, and accessible warehouse facilities.
- Arrange stock systematically to facilitate efficient storage, stock counting, handling, and movement.
- Conduct and record daily warehouse temperature and humidity monitoring.
- Ensure proper segregation and safe storage of food items, non-food items, pharmaceuticals, and hazardous materials.
- Identify, segregate, and document damaged, contaminated, infected, or expired products and escalate issues appropriately.
- Coordinate the disposal of expired, damaged, or contaminated items in collaboration with logistics and programme teams.
- Ensure warehouses remain free from pests and coordinate fumigation and pest-control activities as required.
- Update inventory databases and warehouse management systems as required.
Mission 3: Manage Documentation, Dispatch, and Cargo Movements:
- Prepare, process, and maintain all warehouse and dispatch documentation, including Stock Request Orders (SROs), Delivery Notes (DNs), Waybills, Goods Receipt Notes (GRNs), and other related records.
- Ensure complete, accurate, and timely documentation of all stock transactions and warehouse activities.
- Verify that authorized requestors physically inspect requested items and sign the required documentation before stock release.
- Coordinate and monitor stock dispatches to programme locations and other destinations, ensuring timely and accurate deliveries.
- Maintain proper filing and archiving warehouse records in accordance with organizational procedures.
- Support the preparation and issuance of shipping and cargo documentation as required.
Mission 4: Supervise Warehouse Personnel and Operational Activities:
- Supervise and coordinate the daily activities in the warehouse, casual laborers etc
- Oversee loading and unloading operations and ensure compliance with warehouse safety and operational standards.
- Manage daily worker requests, attendance records, and supporting documentation for casual workers, and verify records for payment processing.
- Act as a backup resource during staff absences and provide support across logistics and warehouse functions when required.
Mission 5: Ensure Coordination, Reporting, and Continuous Improvement:
- Maintain effective communication with procurement, logistics, programme, and finance teams regarding deliveries, stock movements, and warehouse activities.
- Coordinate with procurement teams to track incoming shipments and plan warehouse receipts accordingly.
- Prepare and submit stock status reports, inventory reports, discrepancy reports, and other warehouse performance reports as required.
- Promptly report warehouse risks, losses, operational challenges, and compliance concerns to the Logistics Manager or designated supervisor.
- Support continuous improvement initiatives aimed at enhancing warehouse efficiency, inventory accuracy, and overall supply chain performance.
Position Requirements
- Higher National Diploma (HND), or Bachelor’s Degree in Logistics, Supply Chain Management, Business Administration, Purchasing and Supply, or a related field.
- Relevant professional certification such as CIPS, CILT, or other recognized logistics and supply chain qualifications is an added advantage.
- Minimum of 1 year of experience in warehouse operations, inventory management, stock control, or logistics support, preferably in a humanitarian, development, NGO, or INGO environment.
- Good knowledge of warehouse management procedures, inventory control practices, and stock documentation systems.
- Familiarity with stock management systems and tools, including LINK or similar ERP / stock management platforms.
- Proficiency in Microsoft Office applications, particularly Excel and Word.
- Strong organizational, record-keeping, and numerical skills with attention to detail and accuracy.
- Ability to maintain accurate stock records, process warehouse documentation, and support inventory reporting.
- Good communication and interpersonal skills with the ability to work effectively within a team.
- Ability to prioritize tasks, follow procedures, work with minimal supervision, and perform effectively under pressure.
- Physical ability and willingness to support loading, unloading, stock handling, and other warehouse operations when required.
- High level of integrity, accountability, reliability, and professionalism.
- Good command of written and spoken English; knowledge of Hausa or other local languages is an added advantage.
- Ability to work effectively in challenging, remote, and potentially insecure environments.
- Commitment to ACF’s mission, values, humanitarian principles, safeguarding standards, and code of conduct.