Warehouse and Stock Management Assistant

United Nations High Commissioner for Refugees (UNHCR)

Mission and objectives

The High Commissioner for Refugees (UNHCR) is mandated by the United Nations to lead and coordinate international action for the worldwide protection of refugees and the resolution of refugee problems. UNHCR’s primary purpose is to safeguard the rights and well-being of refugees. In its efforts to achieve this objective, the Office strives to ensure that everyone can exercise the right to seek asylum and find safe refuge in another State, and to return home voluntarily. By assisting refugees to return to their own country or to settle permanently in another country, UNHCR also seeks lasting solutions to their plight. UNHCR’s Executive Committee and the UN General Assembly have authorized involvement with other groups. These include former refugees who have returned to their homeland; internally displaced people; and people who are stateless or whose nationality is disputed. The Office seeks to reduce situations of forced displacement by encouraging states and other institutions to create conditions which are conducive to the protection of human rights and the peaceful resolution of disputes. In all of its activities, it pays particular attention to the needs of children and seeks to promote the equal rights of women and girls. The Office works in partnership with governments, regional organizations, international and non-governmental organizations. It is committed to the principle of participation, believing that refugees and others who benefit from the organization’s activities should be consulted over decisions which affect their lives.


The operation has one refugee camp located approximately 25 kilometres from Lilongwe. The PoC are mainly from the DR Congo, Burundi, Rwanda, Somalia, Ethiopia. There are 45,942 individuals, 14,953 households broken down as follows: 14338 refugees, 31,361 asylum seekers and 243 other persons of concern. The Warehouse and stock management provides support to all activities pertaining to the warehousing and Stock management function including planning, sourcing & procurement, transport, shipping, customs clearance, warehousing, assets & fleet management and monitoring within the area of responsibility (AoR). The incumbent is supervised by a higher-level supply position and receives regular guidance and instructions from the supervisor on successive steps. S/he works independently on routine tasks while follows instructions of the supervisor on more complex issues. The incumbent may have contacts on a working level on specific issues with other UNHCR offices, UN agencies, NGOs, government partners and commercial contractors in the area to facilitate performing the supply function. The duty of the incumbent is to support the management of material resources within the geographical area covered while exercising efficiency in the use of those resources. All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR’s core values of professionalism, integrity and respect for diversity.

Task description

Within the delegated authority and under the supervision of the Associate Supply Officer or his/her designated mandated representative(s), the UNV Warehouse and Stock Management Assistant will:

  • Support warehouse management: assist the process of the custom clearance of consignments, draft exemption requests, assist with goods & services deliveries and provide information on the status of requests and the availability of items in the supply chain;
  • Ensuring that the proper receipt action is taken for items returned/issued to and from the warehouse;
  • Prepare and conduct periodic physical verification of inventory and other items as per UNHCR’s Global and country specific SoPs.
  • Maintain accurate warehouse and stock records, both offline and online.
  • Draft related periodic reports and ensure timely submission to the relevant colleagues.
  • Liaise with field locations on all requests for Core Relief Items, distribution plans, requests for stock replenishment and related reporting as the applicable SoPs.
  • Support preparation of plans for delivery of relief and other non-food items as instructed by the supervisor and provide regular updates.
  • Coordinate with the local customs agents to ensure timely customs clearance of consignments, smooth delivery and receiving of relief and other non-food items ordered.
  • In case of damages, raise the issue with supervisor to ensure necessary action is taken.
  • Maintain accurate and comprehensive records on logistical activities and provide timely reports and updates both periodically and on request.
  • Support the operation in areas of fleet and assets management in compliance with UNHCR’s global policies, standards and guidance on fleet management.
  • Any other related tasks as may be required or assigned by the supervisor.

Required experience

  • 1 year of experience in warehousing and stock management, or other relevant programmes;
  • Experience with supply chain management and/or logistics support is an asset, as is experience working in the UN or other international development organization;
  • Have affinity with or interest in humanitarian logistics support, volunteerism as a mechanism for durable development, and the UN System.

Area(s) of expertise

Logistics and Inventory


English, Level: Fluent, Required

Required education level

Technical/vocational diploma in Supply chain, transport and logistics, business administration.

Competencies and values

Adaptability and Flexibility, Commitment to Continuous Learning, Communication, Integrity, Planning and Organizing, Professionalism, Respect for Diversity, Working in Teams

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