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Job Description

Concern Worldwide is a non-governmental, international, humanitarian organisation dedicated to the reduction of suffering and working towards the ultimate elimination of extreme poverty in the world’s poorest countries. We started working in Malawi in 2002 and are well known for our innovative and quality programmes. We promote learning and staff development for our staff through training, coaching, mentoring and exposure to new experiences.

Concern Worldwide Malawi has the following exciting opening for talented and committed individual Concern is an innovative and dynamic development and humanitarian organisation, currently working in the districts of Mangochi, Phalombe, Chikwawa, Mulanje and Nsanje, implementing programmes in Food Security & Resilience; Health & Nutrition; Gender Equality and Education.

Stores Assistant – Head Office

Purpose of the role:

The main purpose of the position is to maintain the Lilongwe Area 3 office stores (for stationery. spare parts for vehicles and motorcycles and IT equipment). The position holder also oversees receipt and storage If goods from suppliers and manages issuing of the same to requesters.

Responsibilities and Tasks

Responsibility #1 Overall Stock Management(40% of time)

  • Review goods delivery documents and inspect the goods prior to receipt
  • Receiving all goods to the stores, verifying that it matches with what was ordered and issuing Goods Received Notes (GRNs) as specified in the purchase order or contract
  • Despatches goods from stores that have been authorised on Release Requests (RR) by the relevant Managers or staff delegated to do so and issuing Goods Delivery Note (CON).
  • Recording all items in the appropriate stores forms and maintaining an up to date balance, e.g Bin cards, Stock cards etc
  • Providing input to H/0 office supplies quarterly ordering
  • Advising the Administration Officer when additional H/O stationary supplies are needed, to ensure that stock levels of essential items are maintained for H/O.
  • Maintaining files of all relevant paperwork
  • Advising management on obsolete, damaged, expired, redundant and slow moving stock
  • Make occasional visits to field offices and ensure stores are well maintained and that all paperwork is in order

Responsibility #2 Oversee Collection and Distribution of Emergency Supplies to Beneficiaries, in conjunction with the relevant Programme Staff: (15 % of time)
  • Inspect and confirm that collect specification and quantity of items are received
  • Issuing Goods Received Notes to the Food and NFl suppliers issuing Goods Delivery Notes to the recipients/programme office, based on Release Requests(RR) submitted by the programme staff
  • Recording all items received/issued in the appropriate stores forms and maintaining an up to date balance
  • Assisting in the reconciliation of emergency supplies ordered, received, issued and distributed to beneficiaries

Responsibility #3 Asset Management (15% of time)
  • Maintain an up-dated inclusive Inventory Register for all Concern Worldwide Malawi’s Furniture and low oust equipment in coordination with Administration
  • Provide each office with an up-date Inventory register on the 1st working day of each month
  • Ensure that all individual items are provided with a correct code in line with the Asset and Inventory Control Systems Manual and appropriately marked with the designated code
  • Assist in the disposal of assets upon obtaining approvals from relevant authorities

Responsibilities #4 Store Security (10 % of time)
  • Responsible for all stores security: control and make sure all individuals are accompanied by the Stores Assistant, when they are allowed to get in to the store at any time. No one is allowed in store unless they are allowed and accompanied.
  • Holds the keys to the store during work hours. A spare set of keys shall be kept in a secure place within the office and shall only be used in the event of an emergency in the absence of the Stores Assistant At the end of each working day the Stores Assistant must leave the keys in a secure place within the office, as agreed with the logistics Manager and Systems Director
  • Ensures that the stock is stored well, according to agreed guidelines, and kept clean, dry, secure and tidy at all times

Responsibility #4 Reporting (10 % of time)
  • Conducting monthly Stock Reconciliations and submitting a report to the Logistics Manager
  • Responsible to report and account for any shortages or discrepancies in the stock records — any discrepancies should be recorded and approved on a Stock adjustment sheet and stock cards should then be updated using this number

Responsibility #5 Archive (5% of time)
  • Managing the Head Office archive for non-Finance records
  • Ensuring that all items submitted for archiving are well stored, easily retrieved and disposed of when due, in accordance with the agreed procedure
  • Ensuring that only relevant items are archived, based on approved documents for archive listing

Responsibility #6
  • Perform other duties as assigned by the Supervisor. (5% of time)

Credentials and Experience Required
  • Diploma (or equivalent technical qualification) in Logistics. Business Administration or Management
  • Two years’ experience of working with an NGO or UN Agency in Stock/ inventory management
  • Knowledge of logistics systems, stock control and compiling inventories
  • Experience in procurement and logistics procedures
  • Fluency in English – able to converse and write in English
  • Report writing skills
  • Good organizational and communications skills, team player, outgoing and willing to travel and work flexible hours
  • Quick to learn, and learns from mistakes/past experiences
  • Ability to manage time and work effectively without constant
  • Knowledge of computer applications i.e. Microsoft Word & Excel.

Safeguarding at Concern, Code of Conduct and its Associated Policies.

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them_ In this context. staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies end agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, working or volunteering with Concern is subject to a range of vetting checks, including criminal background checking.


How to apply


Applications for the above career opportunities should include:
  • A cover letter which should have a clearly labelled heading: Gender Equality Project Support Officer —PROSPER/or Stores Assistant — Head Office
  • Attach an updated curriculum vitae (the most recent experience should be at the top) with names of three referees (one must be most recent Line Manager).
  • Copies of certificates should not be attached. 

Due to the volume of applications Concern receives, Concern will only respond to shortlisted candidates.

Send your application to the email:

Email: malawi.hr@concern.net

by close of business on Friday 1st November. 2019. Concern is an equal opportunities employer and welcomes applications from all qualified people. Women are particularly encouraged to apply


Skills Required


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Job Detail

  • Location
    Lilongwe
  • Company
  • Type
    Full Time
  • Positions
    1
  • Apply Before
    02 Nov, 2019

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