Program Manager I, Sr. Warehouse Manager

Req. No.:                    I 10 062

Job background/summary:  

Responsible for the operations of CRS Haiti’s warehouses.  Manage Warehouse Mangers who are responsible for the day-to-day operations of their warehouses.  Ensure Warehouse Managers maintain the cleanliness of the warehouse and the security of the goods and equipment stored there.  Oversee the implementation of food and relief supply dispatch plans.  Ensure the maintenance of up-to-date warehouse records (stock registers, bin cards, etc.) for each Warehouse.  Prepare and submit accurate and timely reports to the Commodities Management Officer.  Provide training in warehouse and commodity management as requested.

Responsibilities:

1.      As a member of a programming support department, encourage and positively reinforce open and continuous coordination and collaboration with the other CRS Emergency Relief Program departments.

2.      Work closely with the various program managers to efficiently and effectively deliver commodities to extended distribution points and/or Partners as per the dispatch plans.  Identify systemic weaknesses in commodity management and reporting and determine creative solutions.

3.      Ensure that warehouse managers at each warehouse efficiently manage and report on the reception and inventory of relief supplies, and the loading and departure of delivery trucks according to schedule.

4.      Facilitate communication of the dispatch plan to the Warehouse Managers.

5.      Verify that the warehouse managers have their staffs maintain up-to-date registers for each warehouse segregated by program, and that they prepare and submit Daily and Weekly Commodity Status Reports.

6.      Oversee the scheduling of commodity transport and certify that the deliveries are completed according to the regulations (written and unwritten) of the CRS Emergency Relief Program.

7.      Assist Logistics and warehouse staff with the preparation and submission of Trip Reports, Daily Worker Payroll Vouchers, Travel Authorizations, travel advances and liquidations, and other documents - financial and administrative – required by CRS senior management.

8.      Oversee the preparation of reports by the Data Input and Reporting Clerk.

9.      Assist with the set up and management of a filing system for all warehouse documents (e.g., loss reports and waybills).

10.  Maintain up-to-date information on the status of relief commodity arrivals in order to plan for deliveries to the warehouse and onward to the EDPs.

11.  Work with Warehouse Managers to produce, verify, submit to Supervisor and expedite to distribution centers Loss Status Reports.  Produce monthly Loss Batch Reports.

12.  Verify regularly the balances of unfit and spoiled food stocks at the warehouses and distribution centers in order to prepare waybills, action plans and documents for the donor requesting final disposition authorization.

13.  In coordination with program managers and Commodities Manager, schedule and supervise the timely delivery of relief supplies to the EDPs and FDPs (i.e., prepare monthly and weekly written dispatch plans).

14.  Coordinate the preparation of waybills in accordance with the delivery schedule and the stocks remaining at the extended distribution centers.

15.  Ensure the verification of all waybills - tonnages, the categories of stocks delivered by program, the addresses of the distribution centers, center supervisor names and addresses, etc. – before approving for loading and dispatch.

16.  Validate Weekly Stock Reports.  Ensure that they are correctly filed in a timely manner.

17.  Remain informed of all entries and exits of relief stocks from the warehouses.

18.  Ensure verification of invoices received from private trucking companies against waybills; submit verified copies to Supervisor for review.

19.  Help prepare the following (among other) reports prior to Supervisor forwarding to :  CSR, RSR, Loss Reports (Ocean et Internal), other required weekly and quarterly reports.

20.  Ensure that monthly physical inventories of all warehouses are conducted as scheduled.

21.  Oversee the final disposal of spoiled foodstuffs

22.  Identify and meet the training needs of the CRS and Partner warehouse staff as requested or required

23.  Regularly communicate with the team ensuring everyone knows the decision making structure, policies and procedures.

24.  Creates a team environment for long-term prioritization and planning.

25.  Communicate openly and frequently about security situation.

26.  Set a good example of self-care.  Identify stress in team members and support constructive coping behaviors.

27.  Other task as may be assigned

Emergency Competencies:

Each CRS staff member working in emergencies is expected to use the following competencies to fulfill his or her responsibilities and to achieve the desired results.

• Communicates strategically under pressure
• Manages stress and complexity
• Actively promotes safety and security
• Manages and implements high-quality emergency programs

Supervision Responsibilities: 

Three Warehouse Managers

Key Working Relationships: 

Internal: Supply Chain Manager; Deputy Supply Chain manager; Transportation Manager Programming Leads;

External: Partner warehouse management staff

Qualifications

1.      Bachelors degree, Masters preferred.

2.      Training and/or experience in General Management, Logistics, Financial Management, accounting or equivalent

3.      Two to three years logistics and warehouse management experience highly preferred

4.      Supervision experience preferred

5.      Proven experience in planning, organization, staff management and staff development.

6.      Strong analytical and creative problem solving skills

7.      Proven leadership and team-building skills.  Demonstrated ability to prioritize, manage multiple tasks, delegate responsibilities and ensure follow-up and motivate staff

8.      Fluent written and spoke English.

9.      Solid working knowledge of computers and the following software: Windows, Outlook, MS Excel, MS Word; ability with MS Access highly desired.

This job description is not an exhaustive list of the skills, effort, duties, and responsibilities associated with the position.

EOE/M/F/D/V 

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