Warehouse Supervisor at Medecins Sans Frontieres

Main Purpose

• Planning and supervising the execution of the Warehouse and Stock Management activities in the project or capital according to MSF protocols and standards in order to ensure the optimal functioning of the mission.

Main Duties and Responsibilities
Planning and supervising on a day-to-day basis the Warehouse and Stock Management activities in the project or capital, ensuring compliance of MSF standards, protocols and procedures. These activities include but are not limited to the following:

• Physically and administratively managing medical and non-medical stocks in conjunction with the supply officer and the stock owners and assuming responsibility for the warehouse and its contents
• Ensuring that all necessary tools and management procedures are in place in order to avoid stock ruptures, losses (expiries, damages due to bad storage conditions, temperature breach) and excess stocks. Regularly checking inventory levels (physical counts), keeping inventories up to date and monitoring consumption
• Checking, recording and arranging the goods received and ensuring the availability of a wide range of items for various projects and departments (medical supplies, food, spare parts, tools, equipment, etc.)
• Ensuring that all items are well organized and correctly stored according to their specificity, well protected, fully identified and easily accessible (cleanliness, security, access, etc.)
• Supervising the team under his/her responsibility including the definition and planning of each person's tasks (daily supervision and checking the quality of their work); drawing up working schedule and organizing and leading team meetings
• Supervising, in close coordination with the HR department, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under his/her responsibility in order to ensure both the sizing and the amount of knowledge required
• Performing delegated tasks according to his/her specialty and as specified in his/her job description.

MSF Context Specific Accountabilities
Warehousing:

• Ensuring that priorities for the warehouse are kept and that the work is efficiently planned according to MSF procedures.
• Organisation of the warehouse according to MSF procedures to ensure safety and security of goods and people.
• Temperature control and follow up is maintained at all times.
• Inventory schedule is maintained according to the Mission chronogram.

Incoming Freight Management

• Incoming shipments and returns are managed in a precise and timely manner.
• Encoding of the incoming shipments is done accurately and in a timely manner.
• Freight Manifests are signed, archived and sent to the correct people.

Deliveries

• The organisation of the deliveries to the requesters are managed in a precise and timely manner.
• Deliveries are correctly encoded in the system (Unifield)

Archiving:

• All relevant documents are archived according to MSF procedures.

Reporting:

• Monthly reports are done on time.
• Analyse data in the reports and share this analysis with the stock owners.
• The Action Plan after the monthly reports is followed up closely.
• Supervision of pre-rupture and rupture and communicated in time to the stock owners.

Supervision & Management:

• Continuous training and development of the team members.
• Organising daily workers for the activities in the warehouse in a timely manner and according to the HR procedures.

Data Management:

• Ensure data encoded in Unifield is correct and regularly updated as per the activity, especially related to receptions, deliveries, stock level.
• Use the same mindset for any other data reported (monthly stock report, temperature, DW hours…)
• Provide adapted knowledge and tools in data management, especially data quality to his/her team: onboarding, UDQ, Extranet …
• Performing any other tasks within the scope of his role, as directed by supervision and according to the needs of the mission

Minimum Required Skills and Qualifications
Education:

• Bachelor’s Degree or its equivalent in Warehousing or supply related studies is desirable.

Experience:

• Previous experience as a warehouse supervisor is desirable.
• Two years’ experience in Similar Role is desirable (Preferably working experience with MSF or other NGOS)
• Experience in medical stock management/medical supply is desirable
• Knowledge of proper bookkeeping and inventory management
• Experience in using the Unifield software package.
• Familiarity with standard concepts and best practices in a stockroom or warehouse environment.
• Essential knowledge of basic mathematics and use of measuring equipment
• Excellent written and verbal communication skills.
• Work Experience in developing countries or similar context is desirable.