Warehouse Assistant

The Warehouse Assistant shall support the efficient management of warehouse operations, inventory control, stock monitoring, commodity handling, and logistics documentation for all Health, Education, Disaster Risk Reduction (DRR), Emergency Response, and Development Programmes implemented by the organization.
The position holder shall ensure that all supplies, equipment, educational materials, medical supplies, emergency relief items, project assets, and consumables are received, stored, recorded, safeguarded, distributed, and reported in accordance with organizational policies, donor requirements, Pakistan regulatory requirements, and international humanitarian logistics standards.
The role supports programme implementation through effective warehouse management, stock accountability, inventory reporting, audit readiness, compliance monitoring, and coordination with programme teams, suppliers, partners, government authorities, and field offices.

This recruitment aims to establish an Emergency/Humanitarian Response Roster. Candidates who meet the eligibility and position requirements will be considered for inclusion in roster for future opportunities, subject to organizational needs and funding availability. Inclusion in the roster does not guarantee employment.

Candidates should be available to join at short notice and be willing to work anywhere in Punjab , including remote and underserved areas, as required by the project. Only shortlisted candidates will be contacted.

A. Warehouse Operations and Inventory Management
The Warehouse Assistant shall:
Receive, inspect, verify, and record incoming goods, supplies, project materials, and equipment.
Ensure goods received match:
o Purchase Orders
o Delivery Notes
o Goods Received Notes (GRNs)
o Waybills
o Donation Records
Verify quantities, specifications, batch numbers, expiry dates, and physical condition of items.
Arrange safe unloading, storage, movement, and dispatch of supplies.
Maintain effective stock management systems including:
o Bin Cards
o Stock Cards
o Store Ledgers
o Inventory Registers
o Electronic Inventory Systems
Ensure physical inventory always matches inventory records.
Conduct routine stock counts and inventory reconciliation exercises.
Immediately report stock losses, damages, discrepancies, or irregularities to supervisors.

B. Health Programme Warehouse Support
The position holder shall:
Support storage and distribution of:
o Medical supplies
o Nutrition commodities
o MNCH materials
o Pharmaceuticals (where applicable)
o Medical equipment
o Hygiene kits
o Health education materials
Ensure compliance with storage requirements for medical commodities.
Monitor expiry dates, batch control, and stock rotation schedules.
Apply FEFO (First Expiry First Out) principles where required.
Ensure timely supplies availability for health programme implementation.
Support emergency health response operations during outbreaks, disasters, or humanitarian emergencies.

C. Education Programme Warehouse Support
The Warehouse Assistant shall:
Manage storage and distribution of:
o School supplies
o Learning materials
o Teacher kits
o Student kits
o Digital education equipment
o Furniture and learning resources
Maintain inventory records of all education materials.
Support distribution planning for schools, learning centers, and partner institutions.
Ensure accountability of educational assets and supplies provided through donor-funded projects.

D. Disaster Risk Reduction (DRR) and Emergency Response Warehouse Support
The Warehouse Assistant shall:
Manage storage and readiness of emergency response supplies.
Ensure availability of contingency stocks and emergency response kits.
Maintain accurate records of:
o Shelter kits
o NFIs
o Emergency education kits
o Emergency health supplies
o Disaster preparedness materials
Support emergency dispatches during floods, earthquakes, droughts, displacement crises, and humanitarian responses.
Assist in pre-positioning relief supplies in high-risk districts.
Ensure emergency stock monitoring and rapid reporting.

E. Distribution and Dispatch Management
The Warehouse Assistant shall:
Prepare items for dispatch according to approved requests.
Verify authorization before any release of materials.
Ensure accurate completion of:
o Waybills
o Goods Dispatch Notes
o Store Release Forms
o Asset Issue Forms
Coordinate transportation requirements with logistics teams.
Ensure timely dispatch of project supplies to programme locations.
Monitor distribution documentation and return records.
Maintain complete audit trails for all stock movements.

F. Warehouse Monitoring and Reporting
The position holder shall:
Prepare:
o Weekly Stock Reports
o Monthly Inventory Reports
o Expiry Monitoring Reports
o Distribution Reports
o Warehouse Utilization Reports
o Asset Tracking Reports
Maintain updated stock balances and movement records.
Report stock shortages and replenishment requirements.
Support donor reporting requirements related to inventory and commodities.
Ensure warehouse records remain complete and audit ready.

G. Compliance, Audit and Internal Controls
The Warehouse Assistant shall:
Ensure all warehouse transactions comply with:
o Organizational policies
o Logistics SOPs
o Donor regulations
o Government requirements
Support internal and external audit activities.
Maintain complete warehouse documentation.
Ensure all inventory records are properly filed and accessible.
Participate in periodic inventory verification exercises.
Support implementation of audit recommendations.
Report suspected fraud, misuse, theft, diversion, or stock manipulation.

H. Government Coordination and Regulatory Compliance (Pakistan Context)
The Warehouse Assistant shall:
Facilitate inspection visits by government authorities where required.
Support compliance with:
o Provincial Government requirements
o Customs regulations (when applicable)
o Tax and inventory regulations
o Relief goods accountability standards
Coordinate with local authorities during emergency supply movements.
Support inventory verification exercises conducted jointly with donors, government entities, or auditors.
Ensure proper record keeping for government-funded or donor-funded commodities.

I. Safety, Security and Warehouse Maintenance
The Warehouse Assistant shall:
Ensure warehouse facilities remain:
o Clean
o Organized
o Secure
o Accessible
Monitor:
o Fire safety systems
o Security controls
o Access controls
o Pest control measures
Ensure proper stacking and storage conditions.
Prevent damage, spoilage, theft, and contamination.
Immediately report safety hazards or security incidents.

J. Capacity Building and Knowledge Sharing
The Warehouse Assistant shall:
Orient programme staff on stock management procedures.
Support training of field staff on:
o Inventory management
o Warehouse documentation
o Asset management
o Commodity handling
Assist implementing partners in understanding inventory accountability requirements.
Promote compliance with warehouse SOPs and donor requirements.
Contribute to continuous improvement of warehouse systems.

K. Organizational Compliance and Safeguarding
The Warehouse Assistant shall ensure adherence to:
Code of Conduct
Child Protection Policy
Safeguarding Policy
PSEA Policy
Anti-Fraud Policy
Anti-Corruption Policy
Conflict of Interest Policy
Information Security Policy
Asset Management Procedures
The position holder shall immediately report any safeguarding, compliance, fraud, security, or integrity concerns.

Organizations Core Values and Commitments:
The organization is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults, and beneficiaries with whom the organization engages. The organization expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.
All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records checks.
The organization sees diversity of nationalities, genders, beliefs, profiles, and statuses among its Human Resources as a major asset and therefore compels itself to the strict observance of the principle of non-discrimination throughout its recruitment process.
The organization applies a policy of zero tolerance towards exploitation, sexual abuse, and mistreatment, in all its forms, of women, children, and all other vulnerable persons.
By applying, the job applicant confirms their understanding of these recruitment procedures.
Organization Pakistan is an equal opportunities employer.

Job Requirements:
Bachelor's Degree in:
o Supply Chain Management
o Logistics Management
o Business Administration
o Commerce
o Public Administration
o Or other relevant discipline
Professional certifications are desirable e.g.
o Logistics & Supply Chain Certification
o Warehouse Management Certification
o Inventory Management Certification
o Humanitarian Logistics Certification
o Disaster Ready Logistics Certificates
o Microsoft Excel Certification
o Asset Management Training
o Occupational Health & Safety Training
o First Aid Training

Minimum 2years of relevant experience.
Experience with:
o INGOs
o UN agencies
o Humanitarian organizations
o Donor-funded programmes
Experience managing warehouse inventories and stock records.
Experience with Health, Education, DRR or Emergency Response projects preferred.