DESCRIPTION OF DUTIES
Reporting to the Supply Manager, under the overall guidance of the OSL Team Lead and Incident Manager and within the delegated authorities, the incumbent is expected to maintain capacity to receive, store and distribute by initiating, organizing and enforcing operational policies and procedures. The Warehouse Officer ensures accurate and complete accounting, reporting and internal storage control systems are functioning and that all relevant records are properly maintained.
The incumbent will perform the following duties:
During deployment the duty station may change, and duties may be modified based upon the technical needs of the Programme.
- Responsible for the accuracy of warehouse transaction records including identification of discrepancies, to ensure immediate action and accurate reporting to supply Manager on any discrepancies.
- Organize and supervise regular physical random physical stock count stock in accordance with the frequency defined by the Supply Manager (at least once every 2 months) and proceed to data storage system reconciliation.
- Ensure a prosper implementation and use of the Stock administration tools (Excel stock report, GIMS…).
- Closely monitor stock levels (medical and non-medical supplies), particularly monthly consumption figures, expiry dates, and possible stock surpluses or depletion.
- Advise and inform the line manager when the stock of goods is nearing the minimum or maximum threshold alert, and regularly provide the line manager with alist of the items with expiry dates within the next six months.
- In collaboration with the Supply manager, prepare all procedures and necessary steps for commodity disposal.
- Maintains physical condition of warehouse by planning and implementing new design layouts and issuing Work Orders for repair and Internal Requisitions for replacement.
- In liaison with WHO security focal point, establish and monitor security procedures and protocols for stock and warehouse.
- Monitor the temperature of the warehouse and ensure that products requiring cold chain (e.g. vaccines / temperature-controlled drugs) are always stored at a suitable temperature.
- Ensure that warehouse equipment e.g. manual pallet jack, ladders, forklift, are fully functioning and that the warehouse staff is trained on how to use them safely.
- Ensure that minimum warehouse protective equipment is in place e.g. heavy-duty gloves, boots, helmet, Fire extinguisher etc.
- Ensure that all items are well organised and correctly stored, well protected, fully identified and easily accessible (cleanliness, security, access, etc.).
- Ensure that the necessary means are put in place for the management and control of «sensitive» items (Controlled medicines, cold chain, dangerous goods): batch numbers, expiry dates, special packaging and storage.
Receipt and storage of goods:
- Prepare storage plans prior to plan medical and non-medical commodities arrivals.
- Control the quality and quantity of goods received from international suppliers, local buyers and other entities, comparing the Packing List or the Purchase Order against the Delivery Note, and inform the line manager of any issues (damaged or missing items, etc.).
After any goods receipt, ensure immediate update of warehouse stock card (Ensure that all necessary information is correctly and fully recorded on the Stock Cards: WHO code, batch number, expiry date, date of delivery, stock balance (incoming/outgoing) and delivery document reference numbers).
- Centralise the filing of following documents: GRN, Stock Card, Cargo Manifest/Waybill, Packing List, Stock Request, Internal Request, and certificate of the items.
Request and dispatch management:
- Acknowledge receipt of Internal Requests or Stock Requests.
- Select the freight to be prepared and process with the oldest orders first if appropriate; keep the Internal Request & Stock request tracking list up to date (Stock Movement Report).
- Coordinate the receipt/dispatch of items, to ensure accurate recording, accounting and reporting is available at all times to support decision-making.
- Control loading plans submitted by storekeeper (s) and ensure that WHO Waybills & Packing list are duly completed.
- Deliver goods in accordance with the FEFO (First Expired First Out) and/or FIFO (First In First Out) principles.
- Ensure that the shipping areas (by destination) are clearly identified and that the recipients are informed.
- Ensure appropriate packing for the mode of transport chosen, weight and label freight (destination, number of packages, waybill number, weight and mode of transport) and ensure assignation of shipping number to each package, in accordance with the instructions of the Supply Manager.
- Provide final approval before cargos shipment.
- Regularly inform the line manager and the Health Response Pillar Lead of the weight/volume of articles ready for distribution to the Final Distribution Point.
HR and budget management:
- Supervise the staff working in the warehouse.
- Under Supply Manager’s approval, hire casual workers.
- Identify training needs and efficiently plan trainings, to ensure that all staff have required knowledge and are equipped with the required tools for the job.
- Organize weekly meeting to ensure that the warehouse team is well briefed on the priorities.
- Assist in the training of any counterparts in warehouse management best practice.
- Follow up on warehouse’s staff and casual work results and conduct performance appraisal for warehouse staff.
- Prepare monthly budget and forecast expenditures
- Ensure production of monthly report.
- Immediately inform the line manager of any problems arising during the work, particularly about damage, loss, attempted break-ins or theft in the warehouse.
- Perform any other related incident-specific duties, as required by the functional supervisor.
Essential: A first university degree in Computer Science, Information Communication Technology or closely related field relevant to the position.
Desirable: An advanced level university degree or professional qualification in ICT or Administrative field from an accredited/ recognized institute.
Essential: At least Three years’ related experience and exposure, in managing emergency ICT operations and/or Logistics & Administration support in international organizations/institutions, part of which in the field supporting emergency humanitarian operations. Demonstrated exposure at the international level.
Desirable: Related experience with WHO, the UN system, health cluster partners, recognized humanitarian organizations or international nongovernmental organization work in the field of outbreaks and/or health emergency response.
- Excellent organizational and managerial skills with the ability to multitask, deliver results in time critical scenarios, identify and solve problems.
- Demonstrated knowledge and experience in Supply Management
- Proven ability to ensure the effective use of resources.
- Demonstrated ability to work in multicultural, multidisciplinary environment.
- Proven ability to manage diverse team across different functional areas.
- Excellent interpersonal skills with ability to negotiate with and convince officials with tact and diplomacy.
- Ability to write in a clear and concise manner, and to present information to achieve desired results.
- Knowledge or understanding of WHO mandate and goals in the emergency incident management context.
- Respecting and promoting individual and cultural differences
- Creating an empowering and motivating environment
Use of Language Skills
Essential: Expert knowledge of English languages. Expert knowledge of Ukrainian or Russian languages.
Desirable: Intermediate knowledge of other WHO official languages (Arabic, Chinese, German, French, Russian or Spanish).
Remuneration comprises an annual base salary starting at USD 37,537 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.