Consultant - Warehouse Officer, Band Level A, Dakar (Senegal)

Area of expertise

Operations Support and Logistics.

Purpose of consultancy

The mission of WHO's Emergency Preparedness and Response (EPR) Cluster is to reinforce the capacity of Member States to manage health emergency risks and, when national capacities are exceeded, to lead and coordinate the international health response to contain outbreaks and provide effective relief and recovery to affected populations. In the context of the WHO Health Emergencies Preparedness and Response (EPR), at the regional level, the Warehouse Management Officer will support and conduct the operations of Dakar.

Background

The mission of WHO’s Emergency Preparedness and Response (EPR) Cluster is to build the capacity of Member States to manage health emergency risks and, when national capacities are overwhelmed, to lead and coordinate the international health response to contain outbreaks and to provide effective relief and recovery to affected populations.

Deliverables

Within the EPR Hub, the Warehouse Officer will report to the Supply Chain Management Officer (1st level supervisor) while under the overall guidance of the Regional Operations and Logistics Support Lead, who will also be the 2nd level supervisor. Within the framework of the delegated authority, the incumbent is assigned all or part of the following duties which are performed according to the needs and agenda:

Stock management:

• Responsible for the accuracy of warehouse transaction records, including identification of discrepancies, to ensure immediate action and accurate reporting to the supply Manager on any discrepancies.
• Organize and supervise regular 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 proper 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 a list 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.

Warehouse management:

• Maintain physical condition of the 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, and 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 planning 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 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.
• Centralize the filing of the 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 are 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 the shipping areas (by destination) are clearly identified and 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 assignation of shipping number to each package in accordance with the instructions of the Supply Manager.
• Provide final approval before cargo shipment.
• Regularly inform the line manager of the weight/volume of articles ready for distribution to the Final Distribution Point.

Reporting:

• Ensure the production of monthly reports.
• Immediately inform the line manager of any problems arising during the work, particularly about damage, loss, etc., in the warehouse.
• Perform any other related duties as required.

Qualifications, experience, skills and languages

Educational Qualifications

Essential A university degree in Engineering, Business Administration, or Pharmacy or related field

Experience

Essential

• At least two (2) years related experience and exposure, in warehouse management and in the area of operations and logistics in a complex and diverse work environment.
• Experience in Oracle-based or other ERP systems is an asset.

Languages and level required (Basic/Intermediate/Expert)

Essential

Excellent knowledge of French.

Desirable

Intermediate knowledge of English.

Location

On site in Dakar (Senegal)

Travel

The consultant is expected to travel in Sengal or out of Senegal.

Remuneration and budget

Remuneration

USD 5,480 – 6,980 per month corresponding to band level A of WHO consultant grid.

Living expenses (A living expense is payable to on-site consultants who are internationally recruited)

Currency and rate will be communicated in due course.

Expected duration of contract

6 months

Additional Information

• This vacancy notice may be used to identify candidates for other similar consultancies at the same level.
• 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.
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