Description:
Jhpiego is an international non-profit health organization affiliated with The Johns Hopkins University, USA seeks an Admin and Logistic Assistant (Inventory), who will be responsible for overall Inventory management, Staff travel coordination and other general and overall logistics support services to facilitate overall program goals and objectives. In addition, s/he will ensure the maintenance and implementation of administrative and logistics systems and services and to ensure quality services are delivered. The Assistant Admin/Logistics Officer (Inventory) within Jhpiego plays a crucial role in managing inventory-related tasks and supporting administrative and logistical functions.
Responsibilities
- Inventory Management: Responsible for overseeing the organization's inventory of goods, supplies, and equipment. This includes maintaining accurate records of inventory levels in IntelliTrack software, tracking stock movements, and conducting regular audits to ensure accuracy and accountability.
- Stock Replenishment: Monitoring inventory levels and initiating replenishment orders as needed to ensure sufficient stock is available to support program activities. This involves forecasting demand, coordinating with vendors, and placing orders in a timely manner to avoid stockouts or overstocking.
- Receipt and Distribution: Managing the receipt, inspection, and distribution of incoming inventory shipments. This includes verifying the accuracy of deliveries, documenting received goods, and coordinating with relevant departments to ensure timely distribution to end users.
- Storage and Warehousing: Organizing and optimizing storage space for inventory items, ensuring proper storage conditions are maintained to preserve the quality and integrity of stored goods. This may involve implementing storage protocols, labeling systems, and IntelliTrack software to streamline operations.
- Documentation and Reporting: Maintaining detailed records of inventory transactions, including receipts, issuances, and adjustments. This includes preparing inventory reports, reconciling discrepancies, and providing regular updates on inventory levels and stock movements to management and relevant stakeholders. This also includes annual stock checks and reconciliation with IntelliTrack software.
- Quality Control: Implementing quality control measures to ensure that inventory items meet established standards and specifications. This may involve conducting inspections, performing quality checks, and identifying and addressing any issues related to product quality or compliance.
- Collaboration and Coordination: Collaborating with other departments, including procurement, logistics, and program teams, to coordinate inventory management activities and support organizational objectives. This includes communicating inventory needs, resolving inventory-related issues, and providing support as needed to ensure smooth operations.
- Field Travel Tracking and maintaining Security Logs: This also includes closely watching all traveling staff on the day. Making logs in relevant book after contacting them after every two hours. Inform the traveling team for upcoming challenges on the road (if any) and recommend alternate routes. Keep informing the Ops and Security Manager of all such challenges and threats to staff immediately.
- Overall, the Assistant Admin/Logistics Officer (Inventory) plays a very important role in ensuring the efficient and effective management of inventory within Jhpiego. Their attention to detail, organizational skills, and ability to collaborate with cross-functional teams are essential for maintaining accurate inventory records and optimizing inventory processes to support program delivery and organizational goals.
Required Qualifications
- Graduate with a Diploma in WH or Inventory Management or equivalent from a recognized institution
- Minimum 2-3 years relevant experience, preferably in the non-profit and/or development sector. Excellent organizational and administrative/management skills and
- Strong attention to detail and ability to juggle multiple tasks simultaneously
- Strong analytical skills and the ability to synthesize complex concepts and to communicate them effectively
- Ability to work effectively in teams as well as independently
- Excellent writing and verbal communication skills
- Ability to manage day-to-day interactions with contracted external service providers and analyze their performance.
- Proficiency in software applications, databases, and spreadsheets including Microsoft Word and Excel