Stores Assistants at University of California San Francisco (UCSF)

Background

The University of California San Francisco (UCSF) is engaged in a five-year Cooperative Agreement with the U.S. Center for Disease Control and Prevention-Kenya (CDC-Kenya) to provide technical assistance to the Ministry of Health and its partners for HIV and STI program Monitoring and Evaluation as well as in conducting surveillance activities. We are recruiting two individuals through our affiliated international NGO Global Programs for Research & Training to serve in the position of Stores Assistants to be based in Kisumu. These positions require a one-year commitment, with the potential for extension at the end of the period, subject to funding availability.

Main Duties and Responsibilities

The Stores Assistants will be responsible for receiving, warehousing, and distribution services of materials, equipment, and supplies. He/she will be responsible for the following: -

· Maintains and monitors inventory by regularly carrying out stock counts of merchandise in the stores to ensure inventories are up to date

· Arranges stocks, and organizes products in the warehouse.

· Contributes to the monthly and ad hoc stock reports by collecting, analyzing, and summarizing information.

· Updates all records including but not limited to bin cards, goods received/returned note, goods acknowledgement notes.

· Monitors expiration dates of all items and inform the Supplies Officer for onward reports to Technical Officers responsible

· Maintains quality by adhering to organization standards.

· Maintains a safe and clean store environment by ensuring daily cleaning and periodical pest control in the store.

· Ensures safety in the store by ensuring the safety gear is worn by all staff in the store and proper arrangement of commodities to avoid accidents during work & report anomalies to supplies officer

· Preserves the physical condition of warehouse by inspecting equipment and issuing work orders for repair and requisitions for replacement of damaged equipment.

· Prepares, and dispatches requested stocks from stores according to distribution lists from technical advisers, recording such transactions on current recording systems.

· Receives material deliveries, ensuring advised quantities/quality of correctly delivered items coincide with the purchase order. Reports any discrepancies or quality concerns through appropriate channels.

· Assists in reconciling delivery notes, purchase orders, invoices and goods acknowledgement, delivering the same to purchase department on daily basis to facilitate payments.

· Supervises casuals only on approved need basis

· Shares ideas on improving procedures both in material control and across other stores operations.

· Any other duty as assigned

Minimum Requirements:

· A diploma/degree in procurement, purchasing & supply or a related field

· Minimum of three years relevant work experience

· Proficiency in Word & Excel

· Fluency in written and verbal English

Other Desired Skills/ Qualities

· Strong organization skills

· Previous experience in stores management

· Demonstrate effective time management

· Team player who is flexible with their work approach

· Demonstrate ability to perform duties responsibly under minimum supervision