Khalid Adam

• Implement Centralized warehousing processes in the assigned area of responsibility; Create and manage bin locations, manage / organize warehousing, and allocation of space for items belonging to Technical Sections (General Supply, Engineering Section, Transport Section and Field Technology Section); Monitoring the space availability to allow for an optimal allocation of the goods while ensuring that the safety, security and environmental standards are always met; Carry out warehousing roles in the inventory management system; Process transfer of inventory to end-users / service orders based on the approved reservations, service orders or Project WBS processed by the Technical Sections; Receive authorized on-line requests for materials from Chiefs of Section /Unit; Verify the requests and issue in accordance with Sections'/Units' requirements; Ensure that materials are issued to requesting offices/Sections as per approved requisitions without delay; Monitor stock of supplies in the stores; Conduct regular stock taking of materials in the warehouses and prepare reports on discrepancies observed; Inform Technical Sections on supplies which require stock replenishment in a timely manner; Ensure that items in the warehouses are arranged in an orderly manner; Plan well in advance on expected delivery of supplies in order to maintain adequate storage facilities for in-coming goods.
• Assist in raising requisitions for services and items required by the Warehouses; Receive requests from offices and Sections and raise requisitions for goods /services required; Assist Receiving Unit in receiving materials delivered by vendors and managed by the Central Warehouses; Process internal receiving reports for goods in the warehouses and forward to Receiving Unit for processing records of the goods in Umoja, and issue to end users according to established procedures; Assist in weekly reconciliation of receipt and issues in order to confirm that nothing is being misappropriated; Conduct periodic inventory verification of high value materials managed by CWS and update records in Umoja accordingly; Assist with ensuring implementation of the internal control systems including accounting, report and maintenance of all electronic/hard copy records to ensure proper audit trail.
• Ensure that property approved for write-off and disposal is handed over to the Property Disposal Unit in a timely manner; Actively engages in management performance duties and ensures the provision of management, guidance development, training, constructive feedback, performance evaluation and appraisal, and provision of administrative support and other management functions to staff in his/her area of responsibility.
  Perform other duties as required .

• Receive and issue out stocks both physically and in the Inventory Database management system (ERP). Carry our periodic physical stock takes and reconcile with the system records

• Liaise with technical sections (Engineering, ICT, Transport, etc.) on inventory management issues like minimum stock levels, reordering levels, write offs, surplus stocks and obsolete stocks).
Review inventory information in the system to ensure that all pending and/or incomplete transactions are identified, and appropriate action is taken.

• Create and maintain the required bins both in the system and physically in the warehouse. Carry out inventory counts for every bin at least once every financial year or as stipulated in the KPIs
Ensure that items are issued or received with correct Specifications and Identification in the system. No items are to be issued using manual documents without a written authorization from Chief Centralized warehouse. For non-expendable items, manual handover vouchers must be prepared and signed by the warehouse and staff receiving the item. A copy of the handover voucher must then be sent to the technical section’s Asset Managers for assignment in the system.

• Manage the repacking, palletizing and containerization of materials for transfer to other locations.
-Liaise with MOVCON and MSC on prioritization of Cargo Movement Request (CMRs). Similarly follow up the status of the cargo that are in transit

• Manage items in the Inventory Management System database that have been identified for write off, donation or disposal. This includes receiving back into stock assets that have been identified for write-off

• Ensure that materials that are temperature sensitive is stored I temperature-controlled storage facilities.

• Ensure that warehouse operations are always carried out in an environmentally safe manner.
Ensures that accurate and complete accounting, reporting and internal control systems are functioning and that all relevant records are maintained in the system

• In liaison with the technical section’s representatives, identify critical items that must be maintained at specific stock levels, and ensure that reordering is done in time.
Ensure that Material handling equipment are used safely and carefully to avoid unnecessary breakdowns and injury to staff. Ensure that all warehouse staff always use the appropriate PPEs

• In liaison with Receiving and Inspection (R&I) and MOVCON, ensure cargo delivered by vendors are received promptly for inspection by R&I, Technical Sections and Warehouse representatives, and that Put-Away is performed as soon as R&I processes Goods Receipt in UMOJA.

· Manage supplier communication that includes responding to queries, directing to the right officer etc.

· Manage internal meetings through booking venues (internal and external), keep a register of the conference room booking requests etc.

· Receive, register, advice, direct and monitor internal and external visitors.

· Ensures that all necessary equipment and material is in place during meetings, conferences.

· When required, support in room allocations to permanent and visiting internal staff. Including local travel and crossing travel for expatriate arrangement.

· Arranging and work with Finance to prepare of taking advance, distribute and liquidate monthly phone allowance for International Staff.

· Organize seating space for visiting staff and conduct introductory office tour for all new visiting and permanent staff.

· Plan and communicate seating arrangements for new permanent and staff.

· Support the operations and programs in translating official letters to Arabic as may be required.

· Monitor and coordinate accommodations and sleeping arrangements in all guesthouses.

· Prepare the necessary documentation for the request for per diem, travel and other administrative needs for the teams in the field.

· Financial follow-up of purchase requests requested by the teams while ensuring the time supply.

· Ensure liaison, coordination and administrative, financial and / or logistical monitoring for everything related to the Nyala operation!

· Assist Emergency Supply Chain coordinator in the evaluation of logistics / operations aspects.

Ensure internal supply and stock management of office supplies, computers, program phones