Warehouse Management Assistant

OBJECTIVES OF THE PROGRAMME

The mission of WHO’s Health Emergencies Programme (The Programme) is to support countries, to prevent, prepare for, detect, rapidly respond to, and recover from outbreaks and emergencies.

PURPOSE OF THE POSITION

In the context of the WHO Health Emergencies Incident Programme at the country level, the incumbent will have the overall responsibility for managing the programs supplies at the designed warehouse(s) for the Health emergency response, ensuring an end-to-end follow-up, and guaranteeing an effective and efficient warehousing management process in full compliance with WHO rules, the Standard Operating Procedures (SOPs). The incumbent will be deployed to emergency operations when required.

ORGANIZATIONAL CONTEXT

Under the supervision of the Supply Chain Officer and overall guidance of the OSL TEAM Lead, working closely with the OSL, EPR and IMS counterparts at country office and regional levels and other WHO staff and partners, the incumbent will be responsible for proactively managing the day-to-day operations of the WHO warehouse (s) for WHO emergency response. This involves ongoing contacts with EPR and OSL staff, first line responders to ensure that requirements are identified and delivered according to WHO rules and policies

DESCRIPTION OF DUTIES

Stock Movement:

• Ensuring the timely and accurate reception of all supplies to the WHO warehouse in line with SOPs.

• Ensuring that all goods are dispatched in appropriate quantity and quality in line with instructions

Quality Control:

• Ensuring the proper storage of all supplies stored in the WHO warehouse as per protocols and storage plan put in place.
• Ensuring the maintenance and storage environment of the warehouse is suitable for the good storage of perishable and unperishable materials.
• Ensuring all packaging of supplies is of high quality.
• When required, ensuring any re-packaging of supplies is completed in the stated timescale and is carried out to a high standard.

Warehouse Administration:

• Ensuring all stock cards are properly maintained with timely updates of incoming and outgoing stock and balance regularly reconciled to agree with stock on hand and inventory management system (GIMs) and OSL supply baselines records.

• Complete the weekly and monthly stock reports (including loss, damaged expiring and expired supplies)
• Support the SCM Officer / OSL Officer to carry out monthly physical inventories and produce reports accordingly.
• Ensure all filing of administration documents are of a high standard and complete at all times.
• Manage and report on the status for all equipment in the warehouse (radio, scales, batteries etc).
• Manage and coordinate all WHO warehouse personnel including casual laborers.
• Assessment and reporting on a regular basis on the warehouse staffing need such as labors, cleaners, assistant and coordinate with supervisor for support.

Reporting:

• Ensure that all supplies received, dispatched and stock balance are recorded system systematically when there is/are supplies movements in Stock Card, baselines and GIMS in close collaboration with OSL Supply chain Data assistant and OSL SCM Officer.
• Ensure archive of documents for all related supply activities.
• Provide weekly and monthly EPR supplies reports as per instruction to respective recipients. And flag out the kits, modules and items to expire within 6 months and damaged goods for management decision.
• Report all quality control and resource problems immediately to the OSL SCM Officer and OSL Officer.
• Fill in and sign properly the receiving and dispatches documents then achieve accordingly.
• Report immediately to the OSL SCM and OSL Officer once reception of shipping is completed.

REQUIRED QUALIFICATIONS

EDUCATIONAL QUALIFICATION

Essential:

Completion of secondary school education with certificate training in supply chain management, warehouse inventory management or related field.

Desirable

First University degree in areas such as pharmaceutical supplies management, professional warehousing distribution, and supply chain management. Previous experiences in managing health emergency supplies during health outbreak.

WORK EXPERIENCE

Essential

At least eight years related experience in warehouse management and/or, supply management, for reputable organizations/institutions.

Desirable

• Prior working experience with FMOH, EPSA, WHO/UN, INGOs, recognized humanitarian organizations.
• Experience or knowledge of pharmaceutical warehouse management and distribution.
• Experience in supporting humanitarian response operations.

FUNCTIONAL KNOWLEDGE AND SKILLS

• Demonstrated knowledge of logistics and inventory management in emergency context
• Excellent analytical and organizational skills.
• Excellent interpersonal skills and ability to work under pressure.

WHO COMPETENCIES

• Producing results
• Knowing and managing yourself
• Communicating in a credible and effective way.
• Fosters integration and teamwork

Use of Language Skills

Essential:

Excellent knowledge of English. Working knowledge of the local language.

Other Skills (e.g. IT Skills)

• Excellent knowledge of Microsoft Office applications.
• Demonstrated computer skills with emphasis on databases management to monitor supplies and inventory and forecast needs
• Demonstrated skills in using equipment such radio and satellite phones.

ADDITIONAL INFORMATION

• The duty station of this assignment is located in ADAMA
• Remuneration – this is a Special Service Agreement (SSA) contract at GS-06 level, with a monthly remuneration of $1,573
• Only candidates under serious consideration will be contacted.
• A written test may be used as a form of screening.
• If your candidature is retained for interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.
• For information on WHO's operations please visit: http://www.who.int.
• WHO is committed to workforce diversity.
• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.
• This is an assignment reserved for local recruitment; so only applications from Ethiopians will be considered.
• Applications from women are particularly encouraged.
• WHO prides itself on a workforce that adheres to the highest ethical and professional standards and that is committed to put the WHO Values Charter into practice.
• WHO has zero tolerance towards sexual exploitation and abuse (SEA), sexual harassment and other types of abusive conduct (i.e., discrimination, abuse of authority and harassment). All members of the WHO workforce have a role to play in promoting a safe and respectful workplace and should report to WHO any actual or suspected cases of SEA, sexual harassment and other types of abusive conduct. To ensure that individuals with a substantiated history of SEA, sexual harassment or other types of abusive conduct are not hired by the Organization, WHO will conduct a background verification of final candidates.
• The SSA holder shall perform the work as an independent contractor in a personal capacity, and not as a representative of any entity or authority. The execution of the work under a SSA contract does not create an employer/employee relationship between WHO and the SSA holder.
• WHO shall have no responsibility whatsoever for any taxes, duties, social security contributions or other contributions payable by the SSA holder. The SSA holder shall be solely responsible for withholding and paying any taxes, duties, social security contributions and any other contributions which are applicable to the SSA holder in each location/jurisdiction in which the work hereunder is performed, and the SSA holder shall not be entitled to any reimbursement thereof by WHO.