Shelter Depot Operations Agent (2)

Context: Every Shelter is seeking to invest heavily in its change thesis by advancing strategic priorities in Uganda. As such, Every Shelter is in the process of registering as an INGO operating in Uganda with a fully staffed regional office in Kampala.

Central to our work in Uganda is the ongoing development of our flagship Shelter Depot program, built and run in partnership currently with our co-creative NGO partner Alight. As our relationship with Alight continues to mature, and our respective work streams become more streamlined and specialized, Every Shelter seeks to hire a Social Innovation Assistant, who will have the main objective of coordinating Every Shelter’s Adapt and Innovation activities within the Nakivale and Bidi Bidi Refugee Settlements.

About the Position

The Shelter Depot Store Operations Agent will have the responsibility of ensuring the Shelter Depot Store project controls and compliance, as well as support the Shelter Depot Store Management and Sales Agent run the store, especially as a back up to solely run the store during period periods i.e. when the Shelter Depot Store Management and Sales Agent is on leave. This role is crucial to minimize any risk and to ensure that the on-ground implementation of the project has strong controls and compliance. This role will work alongside the Shelter Depot Store Management and Sales Agent to support on ensuring that the stock and sales are efficiently managed in line with the inventory policy requirements, Standard Operating Procedures (SOPs), supervising loading and unloading of goods, and managing all stores related documentation.

The Shelter Depot Store Operations Agent recognizes that all of Alight’s work starts with displaced people, and it’s going to be their job to make sure we satisfy our customers through the Shelter Depot store in Bidi Bidi Refugee Settlement. The Shelter Depot Store Operations Agent will ensure that the store operations are smooth, stock levels are maintained, and sales are efficiently managed. Additionally, they will be responsible for ensuring the controls and compliance procedures are being implemented in line with set policies and procedures. The role is pivotal in aligning store activities with the broader goals of the Shelter Depot project to enhance the livelihoods and living conditions of the displaced.

Key Duties & Responsibilities

Project Controls and Compliance:

• Ensure appropriate controls for the Shelter Depot project by conducting these activities:
• to approve the stores requisitions to pick items from the store
• check the records on the stock cards weekly, and reviewing and approving monthly reports
• conduct joint monthly physical stocks and prepare physical stock count reports on last day of month or first day of month
• Review monthly inventory reports for proper stock movements reconciliations
• check filing system for goods received notes, waybills and monthly inventory report,
• check procurements of stock replenishments records
• check good receipts to ensure consistency in timely update of stock cards
• check amount deposited tallies with recorded sales of a given period- daily and weekly (receipts matching in the books).
• Reconcile the reported sales equivalent to the cash banked and the stock balance.

Back Up for Shelter Depot Store management

• Oversee the project activities at the site and ensure orderly operation within the project site when the Shelter Depot Management and Stores Agent is on leave by conducting these activities:
• Conduct the operations role of the Shelter Depot Management and Sales Agent whilst they are on leave by implementing the following activities: Deliver the request for quotation, scan and send the request for quotation to Kampala and work with the Kampala procurement team, collect the supplies, inspect and receive the supplies in the store Inspect confirming that materials delivered conform to the details of the Purchase Order, Delivery Note and or Way Bill and that they are free of any damage before accepting them into the store, Write out a Goods Received Note (GRN) for every consignment received, puts stock out for sale in the Shelter Depot Store, and control access to stores and ensure that only authorized personnel have entry
• Conduct the financial role of the Stores Management and Sales Agent by doing the cash sales, prepare the records of sale by doing the record keeping, bank money, posting cash on time, prepare payment request vouchers for goods delivered ensuring that all the relevant documents required have been attached, ensure that the vouchers are approved and payments issued out to suppliers, and make sales in the Shelter Depot Store.
• Ensure safety and security of stores, equipment and materials kept in the store.
• Keep track of office supply levels, alert and inform the supervisor before stocks of particular items run out and make orders for replenishment.
• Support for documentation and reporting as required during cover period of the Shelter Depot Store

Customer Service:

• Ensure that we satisfy our customers by effectively managing the Shelter Depot store in Bidi Bidi Settlement and by delivering good customer service to the Shelter Depot customers.
• Ensure the aligning of store activities with the broader goals of the Shelter Depot project to enhance the livelihoods and living conditions of refugees and the displaced.

Other

• Perform any other duties assigned by the supervisor or in his/her absence, his /her designate.

Requirements

Qualifications, Skills and Experience:

• Bachelor’s degree preferably in Business administration, Business Management or procurement and logistics.
• Minimum 2 years of relevant experience in a refugee settlement setting working with refugees as clients and delivering customer service, with operations/stock management and financial management
• Experience in working with not-for-profit organizations, social business enterprises.
• Computer literate (Google suite App – Word, Excel, Power Point, or any office application)
• Good administrative and documentation skills.
• Customer/Client Service Skills
• Excellent report writing and analytical skills

Core competencies:

• Proactive and self-motivated, able to work independently as well as in a team.
• Learning and adaption ability
• Solution oriented with ability to positively overcome challenges
• Ability to deliver with minimum supervision
• Effective communication, problem solving and decision-making skills.
• Excellent people skills and good public relations
• High level of integrity
• Well organized; able to meet deadlines, good understanding of time management.