The Warehouse Tally Clerk is responsible for accounting and maintaining the records for all commodities received, stored, and dispatched in compliance with WV and donor guidelines. The Clerk is also responsible for documenting commodity transactions in the warehouse, including receipt, storage, and delivery of all food and non-food commodities.

Major Responsibilities

Warehouse & Commodity Management

• Ensure that all commodities arriving and leaving the warehouse are appropriately accounted for.
• Conduct a thorough inspection of all trucks upon arrival at the warehouse; ensure that trucks are properly covered with tarpaulins and that no unauthorized commodities are mixed with food.
• Fill in the truck inspection reports before the 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 commodities offloading and ensure it is done correctly. Ensure that commodities are carefully inspected and counted during offloading before being accepted in the warehouse.
• Stack commodities according to type and shipment number.
• Stack commodities on pallets and maintain a space of one metre between stacks and the wall, stack and stack, and stack and the ceiling.
• Report any shortages, damages or excess to the warehouse supervisor 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 any damage.

Mitigation of commodity losses

• The short-weight and damaged bags will be reconciled immediately.
• Stack damaged bags separately
• Record the number of damaged units for each consignment
• Repair bags as soon as possible.
• Repack damaged bags into new bags protected by plastic bags.
• The reconstituted bag should be dispatched first.
• Maintain of Shipment and loss/damage registers
• Responsible for maintaining the shipment and loss/damage register for the district.
• Maintain a register of all commodity shipments received.
• Maintain a shipment file with all the original supporting documentation of each shipment of commodity received
• Maintain a register of all losses/damages incurred in the districts during commodity movement (receipt, dispatch, distribution).
• Maintain a loss/damage file with all the original supporting documentation for each transaction and loss/damage report.

Knowledge/ Qualifications

• Must have a minimum qualification of Diploma holder or A-level education.
• Knowledge of warehousing, transport, shipping and practical freight forwarding.
• Experience in handling, tracking, and accounting for food commodities with a busy NGO or UN agency is preferable. Prior experience with the WV CTS system or the UN WFP Compass system is an added advantage.
• Knowledge of donor regulations about relief food commodities tracking accounting and reporting.
• This position requires a self-starter who can accomplish the task with minimal or no supervision. The candidate should also be able to manage a staff team and cooperate with other units.
• He/she must be keen on details and a well-organized individual