Supply Chain Assistant - Warehouse

Danish Refugee Council (DRC) is a leading protection agency with a mandate to protect, advocate and promote durable solutions for displacement affected populations.

DRC has been operating in Ukraine since 2014, currently DRC employs over 700 staff in Ukraine and will continue to implement humanitarian response in the Protection, Livelihoods, Shelter/NFIs and Humanitarian Disarmament and Peacebuilding (humanitarian mine action) sectors, using direct interventions, support to duty bearers and civil society organizations (CSOs), and partnerships with CSOs. DRC will continue and adapt its durable solutions portfolio to the evolving context.

DRC is currently looking for Supply Chain Assistant - Warehouse for its activities in Kharkiv.

This position will report to the Supply Chain Team Leader.

Overall purpose of the role:

Overall purpose of the role is day-to-day management of stocks and warehouse facilities assigned to his/her area of responsibility, with the flow of goods / items and stocks through the warehouse in Kharkiv.

Warehouse Assistant is responsible to lead and carry out responsibility for end-to-end supply chain management from the beginning to the end of the process and play a pivotal role in managing DRC HRK warehouse include strict adherence to DRCs stock management procedures, maintaining accurate documentation, and managing all types of stocks. Tasks involve proper identification and immediate recording of goods, preparation of deliveries, physical stock management, monitoring expiry dates, conducting weekly physical inventories, updating Bin/stock cards, and compiling monthly reports.

Your main responsibilities will be:

• Adhere to DRC stock management procedures (records, filing, and identification), and ensure all documentation of receipt, issuance, and dispatch of goods are maintained properly as per DRC warehousing policies and guidelines.
• Manage all stocks of DRC in HRK (projects, office and general supplies).
• Ensure proper identification of all received/issued goods (quantity, quality, and delivery), and update the Warehouse Register Book regularly for every receipt or issuance of goods without any delay.
• Ensure correct preparation of deliveries.
• Adhere to DRC physical stock management requirements (organization, cleaning, ventilation).
• Follow-up with special attention on expiry date of stock especially for food and hygiene items and notify the concerned department at least two months before expiry date.
• Conduct weekly physical inventory of stocks and ensure that Bin/ stock cards created, updated, and are accurate.
• Organizing of acceptance of goods in the warehouse after distribution process.
• Carrying out loading and unloading operations using a hydraulic trolley (rokla) when the truck/vehicle arrives at the warehouse.
• Packing and preparing orders for delivery/dispatch.
• Informing Supply Chain Officer regarding the deliveries and releasing the goods to/from the warehouse.
• Ensuring that the physical stacking of items within warehouse and stocks is logical, optimizing space and preserving accessibility of items.
• Ensuring follow up on stocks and pay attention to any discrepancies and damages to the goods and in case the damages or discrepancies are identified, immediately informing the line manager.
• Compile weekly/monthly inventory/stock report for HRK.
• Identifying of needed entering in and outgoing out equipment and checking the quality and quantity of all goods, materials and items (check, record and store goods received).
• Assist in equipment and stock inventory when needed.
• Providing other supply chain support as requested.
• Understand, and ensure the observance of the DRC Code of Conduct.

About you

To be successful in this role we expect you to have minimum of 2 years of experience in supply chain/ logistics (warehouse/ stock management) or equivalent.Moreover, we also expect the following:

• Communicating with Supply Chain and Safety Units
• Good physical and health conditions.
• Flexibility to adapt to changing requirements and environment.
• Ability to manage emergency situations and remain calm.
• Ability to work hard, quickly, under pressure and with short deadlines.
• Working with other colleagues/people.
• Fluency in Ukrainian
• English proficiency preferred
• Experience working in an NGO will be an advantage
• MS Excel and Word skills, experience with ERP systems is desirable
• Analytical mindset, attention to detail, communicability
• Accuracy in paperwork
• Commitment to learning and implementing organizational policies and procedures
• University degree in the related field or equivalent

In this position, you are expected to demonstrate DRC’ five core competencies:

Striving for excellence: You focus on reaching results while ensuring an efficient process.

Collaborating: You involve relevant parties and encourage feedback.

Taking the lead: You take ownership and initiative while aiming for innovation.

Communicating: You listen and speak effectively and honestly.

Demonstrating integrity: You uphold and promote the highest standards of ethical and professional conduct in relation to our values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

We offer:
Contract length: 3-months, renewable after satisfactory probation period.
Band: I
Designation of Duty Station: Kharkiv
Start date: As soon as possible.

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for National Staff.

Application process

All applicants must upload a cover letter and an updated CV (no longer than four pages) in English.

Applications sent by email will not be considered.

Closing date for applications: 30 June, 2024

Candidates are encouraged to apply as soon as possible. Recruitment will be conducted on a rolling basis, and a final candidate may be selected before the advertisement closes.

For further information about the Danish Refugee Council, please consult our website drc.ngo.

Founded in 1956, DRC Danish Refugee Council is Denmark’s largest, and a leading international NGO. We have continuously been ranked as one of the best NGOs in the world - and are one of the few with a specific expertise in forced displacement. In over 40 countries, we protect, advocate and build sustainable futures for refugees and other displacement-affected people and communities.

By working in DRC, you will be joining a global workforce of around 8000 employees. We pride ourselves on our:

• Professionalism, impact & expertise
• Humanitarian approach & the work we do
• Purpose, meaningfulness & own contribution
• Culture, values & strong leadership
• Fair compensation & continuous development

DRC’s capacity to ensure the protection of and assistance to refugees, IDP’s and other persons of concern depends on the ability of our staff to uphold and promote the highest standards of ethical and professional conduct in relation DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment. DRC conducts thorough and comprehensive background checks as part of the recruitment process.

Danish Refugee Council is an equal opportunity employer and we consider all applicants regardless of race, age, ability, ethnicity, nationality, religion, gender identity, sexual orientation, or marital status. We have a strong ambition to further enhance the diversity of our workforce and our goal is to achieve 50% gender balance and at least 50% representation of national staff in management roles. We acknowledge the importance of fostering a diverse and inclusive team to successfully achieve our organizational goals and positively impact the communities we serve.