Warehouse Assistant - RMI ACWA Project

The project “Addressing Climate Vulnerability in the Water Sector (ACWA) in the Marshall Islands)” implemented by the Government of the Republic of Marshall Islands (GoRMI) in collaboration with UNDP became operational in January 2020 with the objective to address expected impacts of climate change on water security on Republic of Marshall Islands (RMI).

RMI is a small island developing state in the Pacific.  The nation is a large-ocean state, with a total land area of only 182 km², spread across over 2 million km² of ocean.  There are 24 inhabited atolls and islands, which are mostly remote and lie merely 2 m above sea level on average.  There are no rivers, streams or lakes in RMI and the number of small surface ponds is very limited.

GoRMI, with the assistance of UNDP, has developed a project on adaptation to climate change impacts to water supply in RMI. The project is co-financed by GoRMI and Green Climate Fund (GCF).  The project will build resilience to the impacts of climate change on water supply, particularly in 24 atolls and islands that are highly vulnerable to drought. The project will invest in improving water security, water resilience and water governance through:

• Water Security - Improving household and community rainwater harvesting and storage structures to increase resilience of water supply in 77 rural communities in the outer islands and atolls accounting for approximately 28% of RMI’s population, including 7,630 (49%) women, currently at risk.
• Water Resilience - Securing groundwater resources from contamination due to inundation caused by wave overtopping of seawater.
• Water Governance - Strengthening the technical capacities of national and subnational institutions and key stakeholders to integrated climate change risks into water governance processes so that management of climate change risks are coordinated, effective, participatory, equitable, and sustained over the long-term when risks are expected to worsen.

The project aligns with GoRMI’s key climate change policies and strategies and has been developed through extensive consultation with government, Non-Government Organisations (NGOs), Community-Based Organisations (CBOs) and beneficiary communities. The proposed project is aligned with RMI’s NDC and country work programme to the GCF.  The NDA has issued a letter of no-objection and the proposed project is aligned with the work programme of the AE (UNDP) selected by the NDA.

1. This GCF project will be executed by UNDP, in close partnership with the GoRMI, given UNDP’s extensive experience in implementing climate change adaptation projects globally. The project implementation is being led by a team based in Majuro, RMI and Suva, Fiji.

Summary of Key Functions:

• Provide assistance to strategic integration of supply chain management into the ACWA project implementation.
• Support efficient supply chain management, including storage and distribution of commodities procured for the Programmes
• Ensure the warehouse is adequately managed and stocks are safely stored
• Conducts local procurement of goods and services via the canvassing process within the micro purchasing threshold
• Assist logistical arrangement for transportation of material to target Atolls and Islands.

Key Function #1 - Provide assistance to strategic integration of supply chain management into the ACWA project implementation.

• Assist the PM in compiling and summarizing information and date for the purpose of planning, formulating, tracking of the project procurement and logistics;
• Support adequate planning and collaboration with PMU and freight clearing agents for receipt of goods, material and tools for water infrastructure and other products.
• Receiving goods at the warehouse, including entry of quantity and quality control of all shipments arriving under UNDP contracts and confirming the good receipt by issuing certificates of receipt.
• Support coordinate ACWA Project Management Unit (PMU) and relevant stakeholders to support project implementation of project activities as outlined in the Funding Proposal. 

Key Function #2 - Support efficient supply chain management, including storage and distribution of commodities procured for the ACWA project.

• Provide support to Inventory management through timely entry of records into inventory management system and monthly reporting.
• Monitoring of stock levels and advising on low stock levels to avoid stock-out or expiries.
•  Assist in implementing safeguarding measures to protect inventories from loss and damage as per the UNDP corporate regulations.
• Packing, re-packing and dispatching pharmaceuticals and health products to the targeted 24 Atolls and Islands in accordance with the endorsed Water Investment Plan, with closely coordination with ACWA Technical Team
• Liaises with the freight forwarder nominated by UNDP for pick up and shipping consignments to the supported countries.
• To ensure the stock report from Sub-receipt Support and prepare the dispatch plan as per the endorsed Water Investment Plan (WIP)

Key Function #3 – Provide support in ensuring the warehouse is adequately managed and stocks are safely stored.

• Monitoring of warehouse maintenance and safety check on a monthly basis to ensure warehouse is in compliance with the UNDP warehouse standard. 
• Providing monthly stocktake reports for the warehouse stocks on discrepancies, near expiry and damaged items.
• Maintain a safe and clean space and environment for the storage of pharmaceuticals and health products. 
• Support any other necessary works requested by PM

Key Function #4 - Conducts local procurement of goods and services via the canvassing process within the Micro-purchasing threshold.

• Identify goods and services to procure for the warehouse.
• Initiating and completing Micro-canvassing process under the UNDP Procurement guidelines and policies, request to raise LPO/ PO and ensures items are received in a timely manner and initiating payment process.

Key Function #5 – Assist logistical arrangement for transportation of material to target Atolls and Islands

• Assist ACWA PMU to plan and organize delivery mission to transport project material to the 24 Atolls and Islands.
• Liaise with transport agencies for booking, coordination and securing the space to load the project material on the vessel
• Provide support to ensure adequate monitoring of stocktake and inventory properly conducted pre and post movement of material from warehouse
• Coordinate ACWA PMU for delivery mission and get on the vessel with the material for monitoring and oversight of delivery mission until the material to be safely stored at storage facility/warehouse at neighboring 24 Atolls and IslandsScope of Work
  Under the guidance and direct supervision of the Project Manager (PM), the Warehouse Assistant is responsible for assisting Warehouse Associate for providing support to ACWA project implementation, especially logistic, warehouse and supply chain management, by working closely with the ACWA Project Management Unit (PMU) including Procurement Associate, Finance and Administrative Officer, Project Associate and other PMU team and counterpart.

Summary of Key Functions:

• Provide assistance to strategic integration of supply chain management into the ACWA project implementation.
• Support efficient supply chain management, including storage and distribution of commodities procured for the Programmes
• Ensure the warehouse is adequately managed and stocks are safely stored
• Conducts local procurement of goods and services via the canvassing process within the micro purchasing threshold
• Assist logistical arrangement for transportation of material to target Atolls and Islands.

Key Function #1 - Provide assistance to strategic integration of supply chain management into the ACWA project implementation.

• Assist the PM in compiling and summarizing information and date for the purpose of planning, formulating, tracking of the project procurement and logistics;
• Support adequate planning and collaboration with PMU and freight clearing agents for receipt of goods, material and tools for water infrastructure and other products.
• Receiving goods at the warehouse, including entry of quantity and quality control of all shipments arriving under UNDP contracts and confirming the good receipt by issuing certificates of receipt.
• Support coordinate ACWA Project Management Unit (PMU) and relevant stakeholders to support project implementation of project activities as outlined in the Funding Proposal. 

Key Function #2 - Support efficient supply chain management, including storage and distribution of commodities procured for the ACWA project.

• Provide support to Inventory management through timely entry of records into inventory management system and monthly reporting.
• Monitoring of stock levels and advising on low stock levels to avoid stock-out or expiries.
•  Assist in implementing safeguarding measures to protect inventories from loss and damage as per the UNDP corporate regulations.
• Packing, re-packing and dispatching pharmaceuticals and health products to the targeted 24 Atolls and Islands in accordance with the endorsed Water Investment Plan, with closely coordination with ACWA Technical Team
• Liaises with the freight forwarder nominated by UNDP for pick up and shipping consignments to the supported countries.
• To ensure the stock report from Sub-receipt Support and prepare the dispatch plan as per the endorsed Water Investment Plan (WIP)

Key Function #3 – Provide support in ensuring the warehouse is adequately managed and stocks are safely stored.

• Monitoring of warehouse maintenance and safety check on a monthly basis to ensure warehouse is in compliance with the UNDP warehouse standard. 
• Providing monthly stocktake reports for the warehouse stocks on discrepancies, near expiry and damaged items.
• Maintain a safe and clean space and environment for the storage of pharmaceuticals and health products. 
• Support any other necessary works requested by PM

Key Function #4 - Conducts local procurement of goods and services via the canvassing process within the Micro-purchasing threshold.

• Identify goods and services to procure for the warehouse.
• Initiating and completing Micro-canvassing process under the UNDP Procurement guidelines and policies, request to raise LPO/ PO and ensures items are received in a timely manner and initiating payment process.

Key Function #5 – Assist logistical arrangement for transportation of material to target Atolls and Islands

• Assist ACWA PMU to plan and organize delivery mission to transport project material to the 24 Atolls and Islands.
• Liaise with transport agencies for booking, coordination and securing the space to load the project material on the vessel
• Provide support to ensure adequate monitoring of stocktake and inventory properly conducted pre and post movement of material from warehouse
• Coordinate ACWA PMU for delivery mission and get on the vessel with the material for monitoring and oversight of delivery mission until the material to be safely stored at storage facility/warehouse at neighboring 24 Atolls and Islands