Warehouse Officer, NO-B - SSA, Dakar

OBJECTIVES OF THE PROGRAMME

The mission of WHO's Health Emergencies Programme (The Programme) is to help countries, to coordinate international action, 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 Management System (IMS), at the country/regional level, the OSL Warehouse Officer will support the operations and management of the medical and non-medical supply stored in WHO warehouse for emergency response, ensuring an end-to end follow-up, and guaranteeing an effective and efficient stock control process at the incident site level.

DESCRIPTION OF DUTIES

During deployment the duty station may change, and duties may be modified based upon the technical needs of the Programme.

• Stock management
  • Organize and supervise the 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.
  • 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.
  • 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 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
  • 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 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 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).
  • 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/Releases (SR).
  • 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.

• Reporting
  • 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

REQUIRED QUALIFICATIONS

Educational (Qualifications)

Essential

First university degree in Management/ Purchasing and supplies Management/ Business Fields or pharmacy/ International Equivalent in Business Administration or Related Field.

Desirable

An advanced level university degree or professional qualification in ICT or Administrative field from an accredited/ recognized institute.

Experience

Essential

Minimum 2 years of experience in managing storage/warehousing activities and NGO experience, part of which in the field supporting emergency humanitarian operations.

Desirable

Related experience with WHO, the UN system, health cluster partners, recognized humanitarian organizations or international non-governmental organization work in the field of outbreaks and/or health emergency response.

Skills

• 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

WHO Competencies

1. Teamwork
2. Respecting and promoting individual and cultural differences
3. Communication
4. Producing results
5. Ensuring effective use of resources

Use of Language Skills

Essential: Expert knowledge of French
Desirable: Intermediate knowledge of English

Other Skills (e.g., IT)

Excellent knowledge of Microsoft Office applications. Demonstrated computer skills with emphasis on databases management. Demonstrated skills in using equipment such radio and satellite phones.

REMUNERATION

1.405.000 XOF/mois

ADDITIONAL INFORMATION

• This vacancy notice may be used to fill other similar positions at the same grade level.
• Only candidates under serious consideration will be contacted.
• A written test and/or an asynchronous video assessment may be used as a form of screening.
• In the event your candidature is retained for an 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.
• According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible.
• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and E-Manual.
• The WHO is committed to creating a diverse and inclusive environment of mutual respect. The WHO recruits and employs staff regardless of disability status, sex, gender identity, sexual orientation, language, race, marital status, religious, cultural, ethnic and socio-economic backgrounds, or any other personal characteristics.
• The WHO is committed to achieving gender parity and geographical diversity in its workforce . Women, persons with disabilities, and nationals of unrepresented and underrepresented Member States (https://www.who.int/careers/diversity-equity-and-inclusion) are strongly encouraged to apply.
• Persons with disabilities can request reasonable accommodations to enable participation in the recruitment process. Requests for reasonable accommodation should be sent through an email to reasonableaccommodation@who.int
• An impeccable record for integrity and professional ethical standards is essential. 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 (https://www.who.int/about/who-we-are/our-values) 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 short-listed candidates.
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• The statutory retirement age for staff appointments is 65. For external applicants, only those who are expected to complete the term of appointment will normally be considered.
• This is a National Professional Officer position. Therefore, only applications from nationals of the country where the duty station is located will be accepted. Applicants who are not nationals of this country will not be considered.
• Please note that WHO’s contracts are conditional on members of the workforce confirming that they are vaccinated as required by WHO before undertaking a WHO assignment, except where a medical condition does not allow such vaccination, as certified by the WHO Staff Health and Wellbeing Services (SHW). The successful candidate will be asked to provide relevant evidence related to this condition. A copy of the updated vaccination card must be shared with WHO medical service in the medical clearance process. Please note that certain countries require proof of specific vaccinations for entry or exit. For example, official proof /certification of yellow fever vaccination is required to enter many countries. Country-specific vaccine recommendations can be found on the WHO international travel and Staff Health and Wellbeing website. For vaccination-related queries please directly contact SHW directly at shws@who.int.
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