Warehouse Associate

Job Description

Title: Warehouse Associate

Company Name: Eco-Social Development Organization (ESDO)

Vacancy: 01

Age: At most 40 years

Job Location: Cox`s Bazar (Teknaf, Ukhia)

Salary: Tk. 50000 (Monthly)

Experience:

• 4 to 6 years
• The applicants should have experience in the following business area(s): NGO

• Bachelor's degree in Supply Chain Management, Logistics Management, Business Administration, Management or a related discipline from a recognized university; a Master's degree in the same fields will be given preference.

• Professional diploma or certification in Warehouse Management, Inventory Control, Logistics Management, or Supply Chain Management will be considered an advantage.

• Additional training in humanitarian logistics, asset management, or end-user monitoring will be considered an advantage.

• 4 to 6 years
• The applicants should have experience in the following business area(s): NGO

• Age At most 40 years

Experience Requirements

• Minimum 4 to 6 years of professional experience in warehouse management, logistics, inventory control, or supply chain operations, preferably within NGO, INGO, or donor-funded project environments.

• Demonstrated experience in receiving, storing, and dispatching multiple categories of supplies to dispersed field locations, with end-user monitoring documentation.

• Experience managing asset registers, physical asset verification, and end-of-project asset transfer in a donor-funded context.

• Familiarity with UNICEF supply management expectations, HACT spot checks on programmatic supplies, and Post-Delivery Monitoring practices is highly preferred.

• Experience supervising warehouse staff and security personnel.

• Experience working in the Cox's Bazar Rohingya humanitarian response is an advantage.

Additional Requirements

• Strong understanding of warehouse operations, inventory management practices, and stock control systems.

• Good knowledge of logistics documentation, dispatch procedures, and asset management frameworks.

• Experience using inventory management software, warehouse tracking systems, or ERP modules will be an advantage.

• Strong organizational, record-keeping, and reconciliation skills with attention to detail.

• Proficiency in Microsoft Office applications, particularly Excel.

• Ability to work under pressure and manage multiple priorities.

• High integrity, confidentiality, and professionalism.

• Strong commitment to child rights, inclusion, safeguarding, and gender equality.

• Must possess a valid driving license.

Job Context

Eco-Social Development Organization (ESDO) started its journey in 1988 with a noble vision to stand in solidarity with the poor and marginalized. Being a people` centered organization, ESDO envisioned for a society which will be free from inequality and injustice, a society where no child will cry from hunger and no life will be ruined by poverty. Near about three decades of relentless efforts to make this happen, ESDO has embraced new grounds and opened up new horizons to help the disadvantaged and vulnerable people to bring meaningful and lasting changes in their lives. During this long span, ESDO has adapted with the changing situation and provided the most time-bound services especially for the poor and disadvantaged. A community focused and people centered approach has been adapted by ESDO while consideration was given to the national policy and Sustainable Development Goals (SDGs) as its guiding principle. ESDO is one of the most dynamic organizations expanding its development interventions across 422 upazilas under 56 districts of Bangladesh covering over 10 million poor and vulnerable people.

ESDO is going to implement a UNICEF-supported project titled "Provide quality, inclusive skills development and Myanmar Curriculum STEM education for adolescent learners aged 15-18, and portable skills training for education volunteers in Cox's Bazar" in Rohingya camps of Ukhia, Cox's Bazar. The project aims to improve access to quality foundational literacy numeracy (FLN), trade skills, employability skills, leadership skills, entrepreneurship training, STEM Education and portable skills opportunities for Rohingya adolescents and youth through Multi-Purpose Centers (MPCs), Science and IT Labs, and SKILFO-based portable skills interventions.

The Warehouse Associate is responsible for the reliable, disciplined, and audit-defensible management of every physical resource that reaches learners under this project, including learning and teaching materials, tools and consumables materials, science and IT laboratory equipment, EdTech devices for instructors, safeguarding and awareness-raising materials, and general office and facility supplies. The position ensures that goods received against approved procurement are properly inspected, recorded, and stored; dispatched on time to the right multi-purpose centres and laboratories; supported by end-user monitoring evidence; and accounted for from the moment they enter the warehouse to the moment they are transferred at project closure. In a project of this scale, spread across multiple camps and facilities, the discipline of the warehouse function directly determines whether teaching happens on schedule and whether donor funds can be liquidated cleanly.

The position will support efficient warehouse operations and timely availability of materials required for project implementation.

Reporting to: Direct Reporting to Admin and Finance Manager

Job Responsibilities

1. Warehouse Operations, Inventory Management, and Stock Control

• Maintain accurate warehouse records, stock registers, and inventory databases across every supply category for the project, including learning materials, trade course tools and consumables, laboratory equipment, EdTech devices, and office supplies.

• Receive, inspect, and record incoming goods against Goods Receipt Notes (GRN), verifying quantity, quality, specification, and condition before acceptance, and reporting any shortage, damage, or non-conformity to the Admin and Finance Manager immediately.

• Ensure proper storage, labelling, batching, and arrangement of materials so that stock is easily located, protected from damage, and organized for FIFI/LIFO issuance where applicable.

• Monitor stock levels against minimum thresholds and initiate timely replenishment requests through the Admin and Finance Manager to prevent stock-outs that would disrupt teaching or laboratory operations.

• Conduct periodic physical inventory counts and stock verification exercises, reconcile results with the inventory system, and document any variances with clear explanation.

2. Supply Dispatch, Last-Mile Coordination, and End-User Monitoring

• Prepare and issue stock issue vouchers, delivery notes, and dispatch documentation for every movement of goods leaving the warehouse.

• Coordinate with the Field Officer and Field Assistants on the sequencing, packing, transportation, and last-mile delivery of supplies to the multi-purpose centres, laboratories, and any other project locations.

• Ensure end-user monitoring documentation is captured for supplies dispatched, including receipt acknowledgements from field colleagues, photographic evidence where required, and follow-up on usage and condition of materials in the field.

• Support quarterly Post-Delivery Monitoring (PDM) and End-User Monitoring processes as agreed with UNICEF, and ensure evidence is filed and available for spot checks, audits, and monitoring visits.

3. Asset Management and End-of-Project Transfer

• Ensure every asset procured under the project is registered, tagged with a unique asset code, and entered into the asset register with complete documentation of specification, cost, source of funding, and assigned custodian.

• Maintain accurate asset movement records so that the location and condition of every asset can be traced at any time.

• Support periodic asset verification, physical checks, and reconciliation with the Finance Associate on asset value and depreciation records.

• Coordinate with the Admin and Finance Manager and the Skills Development Technical Lead on the planned transfer, disposal, or handover of assets at the end of the project, in line with donor requirements.

• Report damaged, lost, obsolete, or missing assets promptly and follow the required incident and write-off procedures.

4. Warehouse Safety, Storage Standards, and Environmental Safeguards

• Ensure the warehouse is kept clean, secure, well-ventilated, and organized to protect goods, staff, and visitors from damage or harm.

• Ensure appropriate segregation and safe storage of any potentially hazardous or sensitive materials associated with the trade courses (for example soap and hygiene product ingredients, solar and electrical components) and any laboratory consumables, in line with the project's Environmental and Social Risk Management (ESRM) Action Plan.

• Ensure fire safety equipment, first aid kits, and emergency exits are in place, accessible, and regularly checked, and that warehouse staff and guards understand emergency response procedures.

• Ensure environmentally responsible warehouse practices including regular pest control and fumigation practice, waste segregation, minimization of single-use plastics, and safe disposal of packaging and expired stock.

E. Documentation, Reporting, Audit Support and Leadership

• Maintain warehouse files, inventory records, dispatch documentation, and asset records in a manner that supports quick retrieval for internal reviews, audits, HACT spot checks, donor monitoring visits, and end-of-project reporting.

• Prepare and submit monthly stock reports and periodic asset reports to the Admin and Finance Manager, in line with the reporting requirement.

• Ensure warehouse and asset records reconcile with procurement records held by the Procurement Associate and financial records held by the Finance Associate on a monthly basis.

• Support internal audits, UNICEF financial and programmatic spot checks, and any external or donor audits by providing accurate documentation, physical verification support, and explanations.

• Directly supervise the Warehouse Security Guards, setting clear expectations, work rotas, standards of conduct, and shift arrangements to ensure round-the-clock security of the warehouse

F. Safeguarding and Accountability

• Uphold the highest standards of Prevention of Sexual Exploitation and Abuse (PSEA), Child Safeguarding (CSG), Accountability to Affected Populations (AAP), and anti-fraud behaviour in every warehouse transaction and interaction.

• Ensure warehouse operations reflect transparency and accountability, with no material leaving the warehouse without proper authorization and documentation and are utilized appropriately in field.

• Escalate any suspicion of theft, fraud, misuse, or safeguarding concern to the Admin and Finance Manager immediately.

G. Other Responsibilities

• Support transportation and logistics activities when required.

• Participate in project coordination and logistics meetings.

• Assist the Supply and Logistic Officer in operational and warehouse management activities.

• Perform any other duties assigned by the Supply and Logistic Officer, Admin & Finance Manager, or Project Manager.

As per project allocation and organizational policy.