Reports To:    central Receiving Officer

Supervisees: none

Department: Logistics and Production

Duty Station: Regional

Job Purpose

The Warehouse Assistant (Receiving) plays a critical role in ensuring the efficient receipt, inspection, and documentation of materials delivered to UEDCL warehouses. This role is responsible for physically receiving goods, checking deliveries for accuracy, condition, and conformity with the documentation, and ensuring proper storage of materials. The assistant also supports inventory management by maintaining accurate records of received goods, reporting discrepancies, and assisting in maintaining warehouse cleanliness and organization.

Impact: The Warehouse Assistant (Receiving) directly impacts UEDCL’s operational efficiency by ensuring the timely and accurate reception of materials and supplies. This role contributes to the smooth running of warehouse operations, enabling UEDCL to provide uninterrupted service by ensuring that the right materials are available for distribution. The role is vital for maintaining the integrity of inventory records and ensuring that quality standards are met for all incoming goods.

Key Result Areas (KRAs)

1. Assist in the receipt of materials and supplies delivered to the warehouse, ensuring that goods are checked against delivery documentation (e.g., purchase orders, delivery notes). Inspect received goods for quality, quantity, and condition, reporting any discrepancies, damage, or defects to the Warehouse Receiving Officer.
2. Assist in conducting physical counts of goods and comparing them with system records to ensure accuracy.
3. Ensure accurate and timely documentation of all received goods, including completing Goods Receipt Notes (GRN) and updating inventory systems.
4. Log all received materials into the warehouse inventory system, ensuring all entries are accurate and up to date.
5. Assist in maintaining accurate and up-to-date records of stock levels, ensuring discrepancies are immediately flagged and reported.
6. Assist in properly storing received materials in the warehouse according to UEDCL’s storage procedures.
7. Ensure materials are safely handled, labeled, and stored in appropriate locations to prevent damage and facilitate easy retrieval.
8. Organize materials and equipment to ensure that the warehouse space is used efficiently and that goods are easily accessible and report any discrepancies, damages, or issues with received goods to the Warehouse Receiving Officer.
9. Assist in preparing daily or weekly receiving reports, documenting quantities received, discrepancies, and quality issues. Communicate clearly with the warehouse team members and supervisors to ensure smooth operations.
10. Follow safety protocols and guidelines while receiving, handling, and storing goods.
11. Maintain cleanliness and orderliness in the receiving area and overall warehouse to ensure a safe working environment.
12. Adhere to all health and safety regulations, including proper handling of hazardous materials when applicable.
13. Assist with periodic stock taking and inventory audits to ensure accurate stock records. Support the team in preparing goods for issuance or dispatch to other UEDCL locations.
14. Assist with other warehouse activities as needed, such as assisting with stock rotation and organizing goods for shipments.

Expected Outputs

1. Timely and accurate recording of all received goods, ensuring that discrepancies and issues are quickly identified and resolved.
2. Well-organized storage and inventory of received materials, ensuring that they are easily accessible when needed.
3. Proper handling and inspection of goods to ensure that only quality, undamaged materials are accepted into the warehouse.
4. Safe and clean working environment, following all health and safety standards and maintaining an organized warehouse.
5. Effective communication with team members and supervisors regarding receiving activities, ensuring smooth operations.

Person Specifications

Academic Qualifications

• A Diploma in Logistics, Supply Chain Management, Warehousing, or any related field.

Experience

• At least 1 year of experience in warehouse operations, receiving, or inventory management.
• Experience in the receipt and inspection of goods, preferably in a similar industry (utilities, electrical, construction).
• Experience working with inventory management systems or stock control is an advantage.

Competencies

• Ability to accurately inspect and document the receipt of goods, ensuring that no discrepancies are overlooked.
• Strong ability to manage multiple tasks, prioritize responsibilities, and maintain order within the warehouse.
• Effective communication skills to interact with warehouse teams, suppliers, and management.
• Ability to identify issues with received goods and take appropriate action to resolve them.
• Ability to work effectively within a team, supporting other warehouse staff and supervisors.
• Knowledge of safety practices in warehousing and material handling, with a focus on maintaining a safe working environment.
• Ability to perform physical tasks associated with material handling, including lifting, moving, and storing goods.

Working Environment

• The role is based in UEDCL’s regional warehouse, where the assistant will work in a warehouse setting with exposure to both indoor and outdoor environments.
• The role involves physical activity, including lifting and moving materials.
• Occasional work outside normal working hours may be required to meet deadlines or handle urgent deliveries.
• The warehouse may be noisy, and the role may require the use of safety gear such as gloves, safety shoes, and helmets when handling materials.
• The role may involve some exposure to hazardous materials, requiring strict adherence to safety protocols and procedures.

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