Location: Tak
Country: Thailand
Category: Operations & Administration Support
Employee Category Fixed Term
Job Type: Full Time
Work Arrangement: In-person
Open To Expatriates: No

Application Deadline: 24 October 2024

Background/ IRC Summary

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world’s largest international humanitarian non-governmental organizations (INGO), at work in more than 50 countries and more than 25 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you’re a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

The IRC has been operating in Thailand since 1975 and currently provides assistance to displaced persons in Tak, Kanchanaburi, Ratchaburi and Mae Hong Son provinces.

Job Overview/Summary:

The Warehouse Officer plays a crucial role within the Supply Chain Department, overseeing inventory and warehouse operations. This role includes receiving and documenting materials, inspecting upon receipt, and managing cold chain systems. Key duties involve maintaining accurate inventory records, implementing GSC SOPs, coordinating with the Senior Warehouse Officer on stock updates, and ensuring quality assurance for pharmaceutical and non-pharmaceutical items. The Warehouse Officer also handles warehouse documentation, conducts routine checks, adheres to FIFO, FEFO, and LIFO procedures, and enforces safety and security protocols. Additionally, responsibilities include preparing inventory reports, supervising casual laborers, and adhering to IRC’s policies while representing the organization professionally.

Major Responsibilities:

1. Materials Receiving and Dispatch

• Receive and document materials from suppliers and other sources.
• Inspect materials upon receipt and promptly update necessary documentation.
• Coordinate with the Senior Warehouse Officer to inform programs of potential inventory shortages, expiring products, and provide updates on stock levels.
• Inspect materials before dispatch from the warehouse and complete the relevant dispatch documents.
• Implement GSC Standard Operating Procedures (SOPs) for warehouse and inventory management.
• Manage all Contribution In Kind (CIK) and Closed Grant Inventory items.
• Organize the replenishment of stock items as needed, based on approved purchase requisitions.
• Maintain accurate inventory records for both temporary shelter stores and main warehouses.

2. Warehouse Documentation

• Implement standard warehouse documentation processes, including Packing List, Waybills, Store Releases, Bin Cards, and Stock Cards.
• Perform day-to-day inventory transactions in the IRC inventory management systems, ensuring receiving, dispatching and documentation are processed and posted within 24 hours after the physical movements.
• Maintain the Warehouse Activity Book (Warehouse Register) to record all incoming and outgoing receipts and activities.

3. Warehouse Controls

• Participate in the grant-end and year-end inventory count and provide accurate reports.
• Actively engage in the 20% inventory cycle count for all stock.
• Conduct routine internal inventory checks and promptly maintain updated records.
• Implement FIFO, FEFO, and LIFO procedures for warehouse goods.
• Ensure proper arrangement of storage facilities, including an appropriate layout and strategically placed signage.
• Assign tasks and supervise the work of casual laborers.

4. Warehouse Safety and Security

• Ensure the physical security of the warehouse by restricting access to visitors and unauthorized personnel.
• Implement and enforce clear safety procedures.
• Oversee the maintenance of warehouse buildings, fittings, and equipment.
• Ensure regular fumigation of warehouses to protect against pests, rats, and rodents.
• Maintain and periodically service fire extinguishers.

5. Reporting

• Prepare and submit accurate inventory reports on time, in accordance with IRC Inventory management SOPs and the donor’s requirement.
• Maintain close communication with relevant colleagues and teams at every level of warehouse operations.

6. Pharmaceutical

• Establish and manage a cold chain system, ensuring “keep-cool” items are handled properly.
• Ensure accurate inventory data to support the forecasting and supply planning for pharmaceutical supply for all health projects.
• Ensure the IRC standard pharmaceutical inventory tracking tools are in place and accurately maintained for each warehouse.

7. General Duties

• Support the implementation of SOPs for asset and inventory management.
• Assist in the proper disposal of expired products and medicines in accordance with IRC and MOPH protocols.
• Adhere to IRC’s global and national policies and represent the organization professionally in both internal and external relations.
• Perform other duties as assigned by the supervisor.

Key Working Relationships:

Position Reports to: Senior Warehouse Officer
Position Directly Supervises: N/A

Indirect Reporting: N/A
Other Internal and/or External Contacts:

Internal: Supply Chain, Programs, and Operations

External: Suppliers

Job Requirements:

Education:

• Bachelor of Logistics, Business Administration, or other relevant fields.

Work Experience:

• At least 2 years of experience in warehouse management or a similar role.

Demonstrated Skills and Competencies:

• Strong organizational skills with the ability to multitask and adapt to changing circumstances.
• Effective communication skills, both verbal and written.
• Ability to work under pressure with minimal supervision.
• Excellent prioritization skills.
• Proficiency in Microsoft Excel, Word, and PowerPoint.
• Capable of working with limited resources.
• Service-minded and team-oriented.
• Flexible, able to meet regular deadlines and adjust to evolving situations.
• Ability to collaborate well within a team and work effectively with colleagues from diverse cultural backgrounds.
• Experience in an international field, particularly in non-governmental organizations and migrant/refugee contexts, is preferred.

Language Skills:

• Proficient in written and spoken Thai and English, with additional proficiency in ethnic languages such as Burmese and Karen preferred.

Certificates or Licenses:

• N/A

Working Environment: The position is based in Mae Sot, Tak Province, with frequent travel required within the province.

**Standard of Professional Conduct:**The IRC and the IRC workers must adhere to the values and principles outlined in the IRC Way – our Code of Conduct. These are Integrity, Service, Accountability, and Equality.

Commitment to Gender, Equality, Diversity, and Inclusion: The IRC is committed to creating a diverse, inclusive, respectful, and safe work environment where all persons are treated fairly, with dignity and respect. The IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of the IRC persons in any work setting. We aim to increase the representation of women, people that are from country and communities we serve, and people who identify as races and ethnicities that are under-represented in global power structures.