Job Title: Shelter Depot Assistant
Duty Station: Uganda
Salary: 1,000,000/= – 1,100,000/=
ALIGHT, formerly the American Refugee Committee (ARC), is an international non-profit, non-sectarian organization that has provided humanitarian assistance and training to millions of beneficiaries over the last 40 years. In 2011, Alight helped nearly 2.5 million people get essential services to regain their health and take back control of their lives. Alight works with its partners and constituencies to provide opportunities and expertise to communities of refugees and internally displaced persons in seven countries in Africa, Asia and Europe, including Iraq, Kosovo, and in the Darfur region of Sudan and is currently providing for emergency relief and recovery in Haiti. Alight provides shelter, clean water and sanitation, health care, skills training, microcredit education, protection to help survivors of war and natural disasters to rebuild their lives with dignity, health care, security and self-sufficiency.
Job Summary: Reporting directly to the Shelter Depot Program Coordinator, with a matrix dotted reporting line to the ALIGHT Team Leader, the Shelter Depot Assistant will support the oversight and implementation of the 6-month initial pilot period of the two-year Shelter Depot program. This role will support in the programme delivery for the pilot project, assist in communication with project customers and stakeholders, directly liaise with community members for the pilot project i.e., sensitization meetings, lead on store management and manning the Shelter Deport store, support the on-going monitoring and evaluation of the pilot project and support in planning for the next stage of the pilot. The Shelter Depot Assistant will directly manage 2 x Loaders and 2 x Guards; ensuring proper project implementation in line with the inventory policy requirements, Standard Operating Procedures (SOPs), supervising loading and offloading of goods, managing all stores related documentation and supporting project implementation generally.
Key Duties and Responsibilities:
Program Development and Implementation
- Assisting the Shelter Depot Programme Coordinator in overseeing the project activities at the site and ensuring orderly operation within the project location.
- The Shelter Depot Assistant will be responsible for supervising the incentive workers that will include loaders and security guards.
- S/he will be responsible for drafting weekly and monthly activity plans in line with project work plan and also support the plan for the next phase of the project.
- S/he will be responsible for conducting sensitization and dialog meetings with beneficiaries,
- S/he will oversee cash for work/credit activities and capture work details for individual beneficiaries.
- S/he will be responsible for documentation of-beneficiaries information and manage the office filing needs.
- Ensure that the store is tidy and well-arranged all the time to ease removal of or getting in materials and or movement of people.
- Ensure safety and security of stores, equipment and materials kept in the store.
- Issue supplies and materials are released from the stores as per the duly authorized Stores Release Forms (SRF).
- Keep track of office supply levels, alert and inform the supervisor before stocks of particular items run out, and make orders for replenishment.
- Periodically carry out self-auditing to ensure that correct records are kept and systems and procedures are followed.
- Maintain and update goods information/record system for easy reference (copies of all relevant documentation including delivery notes, requisition notes, purchase orders, and shipment, reports, etc.)
- Receive supplies and equipment procured and delivered to the field site/locations for program activities.
- Inspect deliveries to confirm that materials delivered conform to the details of the Purchase Order, Delivery Note and or Way Bill and that they are free of any damage before accepting them into the store.
- Write out a Goods Received Note (GRN) for every consignment received.
- Prepare payment request vouchers for goods delivered, ensuring that all the relevant documents required have been attached. Ensure that the vouchers are approved and payments issued out to suppliers.
- Control access to stores and ensure that only authorized personnel have entry.
Monitoring, Evaluation and Learning
- The Shelter Depot Assistant will be providing internal weekly updates to the ALIGHT Team leader and Shelter Depot Programme Coordinator. The shelter deport assistant will be providing internal weekly updates to the ALIGHT Team leader and Shelter Depot Programme Coordinator.
- Actively looks for opportunities to improve and provide honest feedback on what is and isn’t working, with suggestions for what to change.
- Incorporate learning into the pilot project and also help plan for the next stage of the project.
- Support the effective communication between ALIGHT and Every Shelter, participating in regular project update meetings.
- Support the Shelter Depot Project Coordinator in the communication with NGO partners.
- Support the Shelter Depot Project Coordinator in the communication with OPM, UNHCR, and other governing bodies in the settlement
- Perform any other duties assigned by the supervisor or in his/her absence, his /her designate.
Qualifications, Skills and Experience:
- The applicant must hold a Bachelor’s degree in Logistics/Procurement /Business Administration or related field.
- Two years of experience in supply chain management with good understanding of donor and INGO procedures.
- Experience working with humanitarian organizations in a refugee camp or settlement setting. Experience working with South Sudanese refugees will be an added advantage.
- Customer/Client Service Skills: This is a client-facing role. Applicants may be required to interface with customers/clients, so it is vital that they have a customer/client service skill, which is necessary for identifying customer/client needs, retaining customer, and resolving customer Issues. Strong organizational skills and ability to work with minimum supervision
- Excellent report writing and analytical skills. Computer literate with hands on MS Office programs, especially in MS Excel.
- A demonstrated ability to multi-task and process information into action as to not delay program activities.
- Ability to seek for opportunities to improve and provide honest feedback on what is and isn’t working, with suggestions for what to change.
- Ability to think a bit outside the box.
- Communication Skills: They need great written and verbal communication skills to work effectively with others and maintain appropriate store records.
How to Apply:
All suitably qualified and interested applicants should apply online at the link below.
Deadline: 5th October 2022 at 5:00pm