World Vision Warehouse Tally Clerk IRC - UNHCR Project Jobs in Uganda

World Vision Warehouse Tally Clerk IRC - UNHCR Project Jobs in Uganda


  • World Vision Uganda (WVU) is a Christian relief, development and advocacy non-government organization dedicated to working with children, families and communities to overcome poverty and injustice. We currently work in 43 districts and have 48 Area Programmes implementing projects in health & nutrition, water, sanitation & hygiene (WASH), livelihoods & resilience, education and child protection.

  • World Vision (WV) is committed to the protection of children and adult beneficiaries from exploitation and abuse and will not employ people whose background is not suitable for working with these beneficiaries. All employment is conditioned upon the successful completion of all applicable background checks, including criminal record checks where possible.

  • Due to expansion in scope of our programmes, we are now seeking for a qualified and passionate individual willing to share in our vision and join the team in the following role.

    Purpose of the position:

  • To account and maintain the records for all NFI commodities received, stored and dispatched in compliance with WV and donor guidance under the IRC/UNHCR project. The Warehouse Tally Clerk is responsible for documentation of commodity transactions in the warehouse, including receipt, storage and delivery of all Non Food Items/commodities.

    Key Outputs/Responsibilities

    Management of commodity receipt

  • Ensure that all commodities arriving at the warehouse and leaving the warehouse are properly accounted for.

  • Conduct a thorough inspection of all trucks on arrival at the warehouse; ensure that trucks are properly covered with tarpaulins and there are no unauthorized commodities mixed with NFI.

  • Fill in the truck inspection reports before commencement of offloading.

  • Scrutinize all waybills to ensure that the commodities are of correct quantities and quality as manifested on the waybill.

  • Supervise the offloading staff during the process of offloading commodities and make sure that it is properly undertaken. Ensure that commodities are carefully being inspected and counted during off-loading before being accepted in the warehouse.

  • Stack commodities according to type and shipment number/Purchase Order number.

  • Stack commodities on pallets and ensure a space of one meter between stacks and wall, stack and stack, stack and ceiling is maintained.

  • Report any shortages, damages or excess to the Field Coordinator/NFI-IRO and reflect such differences in all copies of the delivery documents.

  • Fill in all stack cards immediately after completing stacking.

  • Fill in all forms (waybill, loading & offloading tally sheet and random weighting form) during and immediately after completing the offloading process. Record all quantities delivered short (missing), quantities lost in transit and quantities damaged if any.

    Mitigation of commodity losses

  • Use FIFO principle for each commodity. Commodities arriving first must be dispatched first except for reconstituted commodities

  • Short weight and damaged packages are reconciled immediately.

  • Stack damaged packages separately

  • Record quantity of damaged units for each consignment

  • Repair torn packages as soon as possible.

  • Repack damaged packages in to new packaging materials

  • Reconstituted packages should be dispatched first

    Management of commodity Dispatches

  • Dispatch Non Food Items/ commodities based on approved commodity dispatch authorization/ Requisition/ approved MSR.

  • Ensure all documents for commodity dispatch have been correctly and completely filled.

  • Inspect all trucks to be loaded with food to ensure that they are road worthy before commencing loading.

  • Inspect trucks loaded with food to ensure that they are properly covered with tarpaulins before
    leaving the warehouse.

  • Complete and hand over the approved commodity delivery documents to the driver before the truck leaves the warehouse i.e. dispatch waybill and truck inspection reports.

  • Notify distribution about the particulars of the truck and consignment loaded as soon as the truck leaves the warehouse.

  • Maintain MSR Releases, transfers and loss/damage registers

    Responsible for maintaining the shipment and loss/damage register for the district.

  • Maintain a register of all commodity shipment received.

  • Maintain a shipment file with all the original supporting documentation of each shipment of commodity received.

  • Maintain a register of all losses/damages that were incurred in the districts during commodity movement (receipt, dispatch, distribution).

  • Maintain a loss/damage file with all the original supporting documentation of each transaction for each loss/damage report.

    Warehouse management

  • Consistently and routinely clean the warehouse in order to ensure safe keeping of NFI commodities.

  • Ensure inside of the warehouse floors, walls and ceiling is clean at all times.

  • Ensure warehouse door are well fitting, secure and sound.

  • Ensure windows and ventilation in good repair and screen to prevent access.

  • Ensure placement of rodent’s baits and traps.

  • Ensure presence of first aid and firefighting equipment in strategic locations in the warehouse.

  • Conduct routine inspection of warehouse to detect any infestations and inform the Field Coordinator/ NFI-IRO.

  • Work with the Field Coordinator/NFI-IRO and provide training for loading and offloading staff on how to stack, handle commodities, first aid and evacuation procedures.

  • Spearhead monthly end of month stock count for NFI balances in the store and Prepare monthly warehouse report.

    Any other duties as assigned by supervisor

  • This may include representation in meetings and supporting the field distribution team

    Qualifications: Education/Knowledge/Technical Skills and Experience.

  • Must have a minimum qualification of Diploma holder.

  • Minimum of 1 years related work experience

  • Knowledge of warehousing, transport, shipping and practical freight forwarding.

  • Past experience preferable with a busy NGO or UN agency, in NFI/food commodities handling tracking and accounting. Prior experience with WV CTS system and or UNHCR MSRP System/ UN WFP Compass system is an added advantage.

  • Knowledge of UNHCR regulations pertaining to relief Non Food Items tracking accounting and reporting.

  • This position requires a person who is self-starter, who can accomplish the task with minimal or no supervision. He/she should be able to manage a team of staff as well as cooperate with other units. He/she must be keen on details and well organized individual.

  • Ability to work in a team to achieve excellence in execution, committed, accountable and passionate about the work we do.

  • Experience in the use of computers and office software packages (MS word, excel and Access)

  • Excellent written and verbal communication skills in English.

  • A high level of integrity is required.

    How to Apply

  • For more information and job application details, see; World Vision Warehouse Tally Clerk IRC - UNHCR Project Jobs in Uganda

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