Warehouse Manager (local recruitment)

BACKGROUND

Recently, with support from WHO and other partners, apart from the ongoing provincial logistics assessments in several provinces, there are ongoing discussions with the National Department of Health on the integration/transition of the COVID-19 supplies into routine supply chain, options for longer term storage for COVID-19 supplies and alignment with the Medical Supplies Reform Master Plan. All these require extensive support for planning, implementation and monitoring of activities.  

PURPOSE/SPECIFIC OBJECTIVE OF THE ACTIVITY

In the context of the WHO Health Emergencies Incident Management System (IMS) at the country level, this technical assistance aims to enable the components of logistics and supply delivery to rapid emergency response, with focus on on-site deployment and related activities. The contract holder (SSA) will support the Incident Management Team in the provision of a well-rounded logistics and operations support service that enables WHO to successfully implement a rapid, fully functional emergency operations in the ongoing COVID-19 response activities.

DESCRIPTION OF ACTIVITIES TO BE CARRIED OUT

Stock management

• Responsible for the accuracy of warehouse transaction records including identification of discrepancies, to ensure immediate action and accurate reporting to NCC Logistics Cluster on any discrepancies.
• Organize and supervise regular random physical stock count stock in accordance with the frequency defined by the NCC Logistics Cluster (at least once every 2 months) and proceed to data storage system reconciliation.
• Ensure the implementation and use of mSupply for stock management.
• Closely monitor stock levels of COVID-19 PPEs and other commodities 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 a list of the items with expiry dates within the next six months.
• In collaboration with the Health Logistics Officer, prepare all procedures and necessary steps for commodity disposal.

Warehouse management

• 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 when handling temperature sensitive commodities.
• 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 organized 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 updated in mSupply (Ensure that all necessary information is correctly and fully recorded: WHO code, batch number, expiry date, date of delivery, stock balance (incoming/outgoing) and delivery document reference numbers).
• Centralize 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 from Provincial Control Centers (PPCs) and health facilities.
• 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 always available 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 (Warehouse associate/casuals)
• Under the OSL Lead’s /Deputy OSLapproval, support in hiring casual workers.
• Identify training needs and efficiently plan trainings with the supply chain strengthening officer, 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 supply chain strengthening officer 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.

Reporting

• Ensure production of weekly (short), monthly report. (distribution/stock reports)
• Immediately inform the line manager of any problems arising during the work, particularly about damage, loss, attempted break-ins or theft in the warehouse.

METHODS TO CARRY OUT THE ACTIVITY

The contract holder (SSA) will assume the role of Warehouse Manager, National directly reports to the Operations Support and Logistics Pillar Lead under the overall guidance of the Incident Manager and the Head of WHO’s Country Office. S/he works closely with the other members of the WHO Incident Management Team and technical leads and based at NCC Logistics Cluster to maintain capacity to receive, store and distribute by initiating, organizing and enforcing operational policies and procedures. The Warehouse Manager ensures accurate and complete accounting, reporting and internal storage control systems are functioning and that all relevant records are properly maintained. Because of the evolving situation of COVID-19, assigned duties and responsibilities may be modified, based upon the technical needs of the response efforts.

QUALIFICATIONS & EXPERIENCE

Education             

Essential:  University degree in pharmacy, health management supply chain management or related field

Desirable: Higher degree health management, public health, or related field 

Experience

• Essential: At least five years’ related experience and exposure, in managing emergency logistics 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.
• Experience working with mSupply and/or other logistic management information system.

Desirable: Experience working in the medical supply chain management field and prior working experience with WHO, UN agencies, health clusters partners, recognized humanitarian organizations or with an international nongovernmental organization.

Skills / Technical skills and knowledge

Essential: Excellent analytical skills with the ability to coordinate activities and multitask; ability to write clearly and concisely, and to present accurate information; excellent knowledge of Microsoft Office applications; demonstrated computer skills with emphasis on databases management to monitor supplies and inventory and forecast needs.

Language requirements

Fluent in written and spoken English

Competencies

Teamwork; producing results; communicating in a credible and effective way; moving forward in a changing environment

APPLICATIONS

Qualified and interested specialists should submit their CV {for individual contractors} and Expression of Interest {cover letter} to the Supply Officer through WP RO UNGM at < wproungm@who.int > by 7 April 2022

The cover letter should outline how their experience and qualifications make them a suitable candidate for this position and should include their proposed daily consultancy fee and availability.

Please use Tender Notice No. 171034 as subject to all submission. Only successful candidates will be contacted.