Warehouse Inventory Assistant

Job Description

Title: Warehouse Inventory Assistant

Company Name: HEKS/EPER (Coxs Bazar)

Vacancy: --

Age: At least 26 years

Job Location: Cox`s Bazar

Salary: Tk. 81991 (Monthly)

Experience:

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

• Bachelor of Business Administration (BBA)

• University degree in business administration.

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

• Age At least 26 years

• 4 years professional experience in Warehouse Mgt./logistics including 1 year in supervisory role.

• Educational qualifications and experience requirements may be relaxed for female candidates, ethnic minorities, and persons with disabilities (PWDs) to promote inclusion and diversity.

• Experience in warehouse/inventory management.

• Experience in humanitarian/project environments preferred.

• Strong numerical and record-keeping skills.

• Advanced Excel skills required.

Professional requirements

• Strong attention to detail.

• Good numerical and analytical skills.

• Good computer literacy.

• Ability to maintain accurate records and meet deadlines.

Language

• Excellent communication skills (written, and verbal) in English and Bangla

Personal requirements

• Honest and reliable.

• Detail-oriented.

• Organized and proactive.

• Flexible and able to work under pressure.

• Good teamwork and communication skills.

HEKS/EPER, Swiss Church Aid is the aid organization of the Protestant Churches of Switzerland and supports projects to combat hunger, poverty and injustice in 31 countries on four continents. HEKS/EPER also provides emergency relief for victims of natural disasters and armed conflict worldwide and supports the welfare and social work of the Reformed Churches in Eastern Europe and in the Middle East. In Switzerland, HEKS/EPER champions the rights and the integration of refugees and socially disadvantaged people. HEKS/EPER is a member of the ACT Alliance.

GENERAL CONTEXT AND BACKGROUND:

HEKS/EPER has been active in Bangladesh since 1975 and is registered by the NGO Affairs Bureau. Its development cooperation department mostly focusses on projects in Northern Bangladesh. Humanitarian aid interventions in the Rohingya response are managed directly by the Humanitarian Aid Department from an own office in Cox’s Bazar and field offices in camps.

Since 2017, HEKS/EPER has been implementing humanitarian projects in response to the Rohingya crisis in Bangladesh. The Humanitarian Aid Office, based in Cox’s Bazar, directly implements Shelter and WASH projects in Ukhiya and Ramu upazila, supporting both FDMN camps and host communities.

HEKS/EPER has also implemented flood response interventions in Khagrachari to support communities affected by natural disasters.

Currently, the International Organization for Migration (IOM) provides in-kind support to HEKS/EPER for the implementation of shelter projects in the FDMN camps.

Duty station: Cox’s Bazar, Bangladesh; regular travel to selected programme locations.

Starting date: ASAP

Contract duration: 15 April 2027

Contract type: Full time- Fixed Term Contract

Reports to: Logistics Officer.

Coordinates with: Programme, Finance and requesting teams

Direct line supervisor of: Storekeeper

ROLE PURPOSE:

The Warehouse Inventory Assistant is responsible for maintaining accurate inventory records across multiple warehouse, storage and distribution locations and ensuring that all receipts, issues, transfers and distributions are properly documented and reconciled. The position ensures accurate and timely inventory information for programme, logistics, management and donor reporting and maintains appropriate separation between inventory control and procurement/warehouse custody.

MAIN RESPONSIBILITIES AND TASKS:

Main responsibilities

Inventory Management, Control and Accountability

• Maintain centralized inventory records.

• Record all receipts, issues, transfers and distributions.

• Maintain stock cards/bin cards and electronic inventory records.

• Verify warehouse documentation before recording stock transactions.

• Reconcile physical stock with inventory records.

• Coordinate regular physical stock counts.

• Prepare inventory reconciliation reports.

• Identify and report stock discrepancies.

• Monitor damaged, obsolete, slow-moving and non-conforming stock.

• Maintain records of materials transferred between warehouses and project locations.

• Maintain project/donor/partner-wise inventory records where required.

• Support consortium partner inventory accountability.

• Prepare monthly inventory reports.

• Ensure inventory records remain complete and audit-ready.

• Undertake other responsibilities as assigned by line manager.

Warehouse and Inventory Support

• Coordinate with Store Keepers regarding all stock movements.

• Review GRNs, issue notes, transfer documents and distribution documentation.

• Ensure stock transactions are recorded promptly.

• Monitor stock balances and minimum/maximum levels where applicable.

• Support physical inventory verification.

• Investigate discrepancies and report findings to the Logistics Supervisor.

• Ensure rejected/damaged materials are properly identified in inventory records.

Budgeting & Reporting

• Prepare monthly inventory reports.

• Prepare warehouse-wise stock reports.

• Prepare project-wise inventory reports.

• Prepare stock variance reports.

• Provide inventory information for donor reporting.

• Support Logistics Supervisor in preparing logistics dashboards.

Advanced Excel and Data Management

• Maintain inventory databases.

• Prepare stock aging and variance analysis.

• Develop dashboards and perform data cleaning/error identification.

PSEAH and other organizational compliance

• Strictly comply with HEKS/EPER's Code of Conduct, PSEAH, safeguarding, protection, and confidentiality requirements.

• Maintain strict confidentiality of all personal and household Data of Beneficiaries

• Do not share respondent information, photographs, recordings, case details, or data with unauthorized people.

• Do not collect unnecessary personal or sensitive information.

• Immediately report any safeguarding, PSEA, fraud, misconduct, or confidentiality concern through the approved reporting mechanism.

• Ensure that all interactions with women, children, persons with disabilities, and other vulnerable groups are conducted safely and respectfully.

• Proactively support organization commitments to gender equality, child protection and disability sensitivity: i) Implement all work-related activities with a gender, disability and child protection lens, considering the different needs, concerns and ideas of our staff and beneficiaries ii)Ensure the incorporation of gender equity principles in all policies and activities iii) Encourage the participation of all genders in meeting and on committees iv)Help build an inclusive office environment where people do not feel disadvantaged or judged according to their gender or limited due to manageable disability.

• Provide timely incident report to the line manager as needed.

• incident takes place, encourage others to do so.

General

• Deliver high quality results in line with the terms of reference agreed in advance – to do this in a way which maintains the reputation of the organization.

• Maintain confidentiality, communicate problems promptly, work collaboratively and respect deadlines.

• To perform such other responsibilities as agreed with your line management.

• Monthly Gross 81,991.00 BDT with other benefits as per HEKS/EPER HR policy