Position Title:                          Stores Assistant.

Reports To:                              Property Officer

Division:                                  Church World Service Africa

Department:                            Administration, Property Management

Team:                                       Nairobi

Job Location:                         Nairobi, Kenya

Grade Level:                          Job Grade 4, Assistant, National

Introduction:

Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around

the globe through just and sustainable solutions to hunger, poverty, displacement and disaster. CWS does

not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic

information, age, disability or veteran status in employment or in the provision of services.

Primary Purpose:

This position is primarily responsible for the receipt, distribution and maintaining accurate records of

equipment and office supplies.

Key Relationships

Internal to CWS

• Deputy Director, Administration and Operations
• Property Officer
• Property team members
• Other team members in the Administration and Program departments

External

• Vendors and Partners in relation to his/her capabilities

Working Environment

• Office environment with periodic travel to the field as required.

Core Job Responsibilities:

Store and Supplies Management (60%)

• Receives equipment and supplies destined for the store and cross checks purchase orders and delivery notes to ensure that the correct items, quantities and quality have been supplied to RSC Africa.
•  Maintains accurate records of the movement of office supplies and equipment to and from the stores.
• Receives requisitions from staff for stationery among other supplies and ensures timely distribution every Wednesday or as required
• Issues supplies for each new employee and recovers the supplies when staff members leave RSC Africa.
• Maintains ample stock levels in the stores by presenting timely purchase requests for supplies that are at re-order levels through liaising with the Property Supervisor or the Procurement Officer.
• Ensures that stocktaking is carried out on quarterly basis with the Senior Accountant.
• Ensures that the supplies in the store are arranged and labeled properly to ensure easy retrieval of items and to facilitate stocktaking.
• Ensures that a weekly stock report is run, updated and shared with the Property supervisor every Wednesday for stock level tracking purposes.
• Ensures that the store is clean, properly arranged and stock in the store is properly secured.

Compliance (20%)

• Monitoring the usable life span of expiring stock and inform the property supervisor of the condition of these stock items.
• Determining the appropriate and efficient methods of storing various supplies in the store.
• Maintains and monitors stock levels in the Sylogist Accounting System.
• Ensures that all store policies, procedures, and controls are followed.

Collaboration/Engagement (15%)

• Packs supplies and equipment for Field Trips and receives the equipment on return of the Field Trip and ensures all equipment are returned in good working condition.
• Assists in carrying out general clerical duties such as photocopying.
• Assists in banking of checks and cash and acts as a back-up to the drivers.

Additional Responsibilities (5%)

• Performs any other duties assigned in order to improve the operations of the RSC Africa office.

Qualifications:

Experience:

• A minimum of Four (4) years work experience required.
• A minimum of One experience in stores management and stock recording.
• Experience in the Non-Governmental sector preferred.

Skills:

• Strong computer skills, in particular Microsoft Excel, Word, Outlook and Access
• Excellent English communication skills, both oral and written
• Excellent organizational and time management skills
• Excellent understanding of confidentiality
• Strong interpersonal skills
• Strong analytical skills with the ability to understand, process, and document information

Education & Certifications:

• Bachelor’s Degree in Logistics or Supply Chain Management or a related field required or four years of directly related experience in lieu of a Bachelor’s Degree.

Abilities:

• Manage large and diverse workload under pressure with competing priorities.
• Maintain the integrity of official records; 
• Analyse and solve complex problems and make sound decisions; 
• Work with minimal supervision
• Maintain a high performance standard with attention to detail; 
• Work independently and contribute to overall operations of RSC Africa; 
• Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).

Important Requirements

• Strong English communication skills, both written and oral.
• Ability to work in a multi-cultural environment required.
• Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.
• Remain alert and responsive to any child safeguarding and PSEAH (Prevention of Sexual, Exploitation, Abuse and Harassment) risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding PSEAH practices, understand the child safeguarding and PSEAH Policies and procedures, and conduct yourself in a manner consistent with the Child Safeguarding and PSEAH Policies.

• The candidate should be of good health, willing and able to travel extensively in often difficult conditions, and have a high degree of flexibility. Must have proof of Yellow Fever vaccination before traveling for RSC Africa.
• This position is based in Nairobi, Kenya
• This position requires use of laptops at all time, competence in Microsoft office packages is required.
• This position may require travel in sub-Saharan Africa on short notice and under sometimes difficult conditions to meet demands of a dynamic operational program
• Background check which includes references and an educational and criminal check is required before the start of employment for International applicants.
• A valid passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel.
• Physical: This position requires bending, squatting, crawling, climbing, kneeling, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying heavy loads.
• Environmental: Incumbents in this position will be exposed to excessive noise, marked changes in temperature and/or humidity, dust and infectious diseases, harsh weather climates, long work hours, bumpy roads, extended travel, excessive sun exposure, and non-ventilated spaces.
• This position is full time
• All employees should be prepared to work from the CWS office within their location of hire. Remote work arrangements may vary depending on location and the governing regulations based on the prevailing context.
• Flexibility and willingness to work long hours, including working on Weekend as needed.