Warehouse Tally Clerk

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Myrtle Elliott
6 years ago
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Warehouse Tally Clerk Location: [Africa] [Uganda] Town/City: Kaabong Category: Supply Chain Title: Warehouse Tally Clerk Location: Kotido District Reporting to: Warehouse Supervisor Purpose of the

1 Warehouse Tally Clerk Location: [Africa] [Uganda] Town/City: Kaabong Category: Supply Chain Title: Warehouse Tally Clerk Location: Kotido District Reporting to: Warehouse Supervisor Purpose of the position: To account and maintain the records for all commodities received, stored and dispatched in compliance with WV and donor (USAID) guidelines. The Warehouse Tally Clerk is responsible for documentation of commodity transactions in the warehouse, including receipt, storage and delivery of all food commodities. Major Responsibilities: Management of commodity receipt Ensure that all commodities arriving at the warehouse and leaving the warehouse are properly accounted for. Conduct a thorough inspection of all trucks on arrival at the warehouse; ensure that trucks are properly covered with tarpaulins and there are no unauthorized

2 commodities mixed with food. Fill in the truck inspection reports before commencement of offloading. Scrutinize all waybills to ensure that the commodities are of correct quantities and quality as manifested on the waybill. Supervise the offloading staff during the process of offloading commodities and make sure that it is properly undertaken. Ensure that commodities are carefully being inspected and counted during off-loading before being accepted in the warehouse. Stack commodities according to type and shipment number. Stack commodities on pallets and ensure a space of one metre between stacks and wall, stack and stack, stack and ceiling is maintained. Report any shortages, damages or excess to the warehouse supervisor and reflect such differences in all copies of the delivery documents. Fill in all stack cards immediately after completing stacking. Fill in all forms (waybill, loading & offloading tally sheet and random weighting form) during and immediately after completing the offloading process. Record all quantities delivered short (missing), quantities lost in transit and quantities damaged if any. Mitigation of commodity losses

3 Use FIFO principle for each commodity. Commodities arriving first must be dispatched first except for reconstituted commodities. Short weight and damaged bags are reconciled immediately. Stack damaged bags separately Record quantity of damaged units for each consignment Repair bags as soon as possible. Repack damaged bags in to new bags protected by plastic bag. Reconstituted bag should be dispatched first. Management of commodity Dispatches Dispatch food commodities based approved commodity dispatch authorization. Ensure all documents for commodity dispatch have been correctly and completely filled. Inspect all trucks to be loaded with food to ensure that they are road worthy before commencing loading. Inspect trucks loaded with food to ensure that they are properly covered with tarpaulins before leaving the warehouse. Complete and hand over the approved commodity delivery documents to the

4 driver before the truck leaves the warehouse i.e. dispatch waybill and truck inspection reports. Notify distribution about the particulars of the truck and consignment loaded as soon as the truck leaves the warehouse. Maintain of Shipment and loss/damage registers Responsible for maintaining the shipment and loss/damage register for the district. Maintain a register of all commodity shipment received. Maintain a shipment file with all the original supporting documentation of each shipment of commodity received. Maintain a register of all losses/damages that were incurred in the districts during commodity movement (receipt, dispatch, distribution). Maintain a loss/damage file with all the original supporting documentation of each transaction for each loss/damage report. Warehouse management Consistently and routinely clean the warehouse in order to safe keeping of food commodities. Ensure warehouse compound is clean and free from debris, vegetation, rodent activity and has good drainage and lighting.

5 Ensure inside of the warehouse floors, walls and ceiling is clean at all times. Ensure warehouse door are well fitting, secure and sound. Ensure windows and ventilation in good repair and screen to prevent access. Ensure placement of rodents baits and traps. Ensure presence first aid and firefighting equipment in strategic locations in the warehouse. Conduct routine inspection of warehouse to detect any infestations and inform the Warehouse Supervisor Capacity building of loading and offloading staff Work with the warehouse supervisor and provide training for loading and offloading staff on how to stack, handle commodities, first aid and evacuation procedures. Qualifications: Education/Knowledge/Technical Skills and Experience Must have a minimum qualification of Diploma holder or A level education. Knowledge of warehousing, transport, shipping and practical freight forwarding. Past experience preferable with a busy NGO or UN agency, in food commodities handling tracking and accounting. Prior experience with WV CTS system and or UN WFP Compass system is an added advantage.

6 Powered by TCPDF ( Knowledge of USAID regulations pertaining to relief food commodities tracking accounting and reporting. This position requires a person who is self starter, who can accomplish the task with minimal or no supervision. He/she should be able to manage a team of staff as well as cooperate with other units. He/she must be keen on details and well organized individual.

WAREHOUSE SUPERVISOR

PERSONNEL COMMISSION Class Code: 0300 Salary Range: 29 (S1) WAREHOUSE SUPERVISOR JOB SUMMARY Under general direction, plan, organize, oversee and participate in the operations and activities of the District