Role & Responsibilities
Efficiently oversee and coordinate all aspects of warehouse operations including receipt and dispatch of goods, stock management, inventory management, Stock Request / order fulfilment, team supervision and coordination with partners to ensure smooth and effective warehouse operations. Take an active lead role in the management of the stock management for the South Sudan Programme in close coordination and liaison with the Juba procurement and transport team, field locations and the GSO Nairobi team. Ensure that all activities are carried out in line with Medair policies and procedures and according to any applicable donor, HQ or field guidelines.
Project Overview
Multi-sector relief and rehabilitation programme including provision of primary and emergency health care, water and sanitation, and non-food items and emergency shelter to assist in reducing morbidity and mortality in vulnerable populations of South Sudan.
Workplace & Working conditions
Field based position in Juba, South Sudan.
Starting Date / Initial Contract Details
1st April 2024. Full time, 24 months.
Key Activity Areas
Stock Management
- Responsible for receiving in the warehouse medical and non-medical goods from suppliers, GSO Nairobi and GIKs from Donors and Partners in accordance with Medair stock management guideline. Ensure that quality and quantities of goods delivered are in conformity with PRs and PO/PAs by using Delivery Notes, Receipt of Goods and/or Waybills.
- Responsible to ensure that goods received in the warehouse are properly and accurately documented, and well stacked and stock cards are created immediately.
- Receive and process stock requests as received and apply the FEFO/ FIFO principles. Coordinate with the transportation team for dispatch to static/ERT sites. Prepare WB for outgoing stocks and follow up to receive the signed WB from the receiver to confirm they received the stocks.
- Responsible for updating stock cards, stock reports, WhiskyApp and Waybill tracker in SharePoint on daily basis.
- Accurately record all GIK (in) and GIK (out) stocks by updating stock cards, stock reports and compiling loss reports, signed off by the Deputy Logistics Manager and Budget Holder.
- Conduct 10% random stock spot check every Friday, aligning physically held stock with stock cards. Any discrepancies to be investigated and written justifications provided to Deputy Logistics Manager. Loss reports to be raised after investigation and uploaded on to SharePoint with BH and Deputy Logistics Manager signatures.
- Conduct monthly stock physical inventory and audits, to include donor stock audits, with donations, disposals, and transfers within donor guidelines to current and future projects.
- Gain donor and consortium approvals before doing so. any stock transfer, donation or disposal.
Reporting
- Submit weekly stock spot check to Deputy Logistics Manager
- Distribute every two weeks stock reports to all PM and PCโs, including separate pharma stock reports, with clear expiry dates for stocks with less than 6 x months expiring shelf lives. Follow up with respective PMs on disposal methods and plans of reported near expiry stock. Ensure PMs prepare SRs.
- Send monthly stock reports to all program per project and per sector before 10th of the following month. Follow up with PM and file singed reports.
Archiving
- Accountable for the daily archiving physically and electronically to SharePoint of: Delivery Notes, ROGs, GIK (in), GIK (out), Stock Requests, Stock Reports and Loss Reports.
Communication/Coordination
- Advise PMโs/PCโs of any discrepancies between physical stock held and stock requests. Any transfer of stocks between projects is to be authorized by the donor, consortium and BHโs.
- Attend daily whiteboard meetingโs โ upcoming supplier deliveries, share received documentation for supplier deliveries completed and coordinate arrangements for truck and air charter dispatches.
- Oversee timely responses to the receipt of stock, processing of stock requests, return of documents to the procurement team for log pack closures, arrangement, and consolidation of timely dispatches.
- Maintaining performance management objectives through the effective deployment of resources.
Leadership
- Maintain oversight of the WH team, ensure that performance objectives are consistently met, and effective planning of warehouse resources deployed to maintain the day-to-day functioning of the warehouse.
- Handling of any staff issues, in accordance with the labour law, including recruitment, payment and rotation of causal casual workers.
- Ensure that leave planner is up to date and enough staff are always present to operate the warehouse.
- Provide technical leadership and capacity building of warehouse staff.
Warehouse infrastructure/Security
- Responsible for the security of the warehouse including security guards, securing of the warehouse during non-operating hours.
- Maintain vermin controls โ setting traps for rates, ensure the warehouse is fumigated quarterly and ensuring the warehouse is maintained in a clean state.
- Areas of stock receipt/dispatch clearly separated and operated.
Quality Management
- Promote and use the Medair e-library and all other operating procedures, ensuring that all standardised
- formats are used, and guidelines are followed.
- Be aware of the potential for loss or fraud in logistical activities and procedures. Pro-actively work to prevent
- such occurrences by working with relevant line managers to improve transparency and to ensure the best
- use of Medair assets and resources. Conduct weekly physical stock spot checks against stock cards, stock
- reports and loss reports. Conduct periodic anti โ fraud training with all warehousing staffโs โ every 3 months.
Team Spiritual Life
- Reflect the values of Medair with team members, local staff, beneficiaries, and external contacts.
- Work, live, and pray together in our Christian faith- based team settings. Fully contribute to the rich spiritual life of your team, including team devotions, prayer, and words of encouragement.
- Encouraged to join and contribute to Medairโs international prayer network.
Qualifications
- Professional / vocational / technical qualification in a relevant field
- Experience in Warehouse Management 2+ yearsโ Work experience in logistics, preferably in an NGO setting
- Strong working knowledge of English (spoken and written)
Experience
- Strong Christian commitment
- Enjoys a challenge and works hard to achieve objectives.
- Solution-oriented approach
- Team-manager with good interpersonal skills
- Capacity to work under pressure and manage personal stress levels.
- Creative, open-minded, flexible, selflearner
- Can prioritise work to meet deadlines. Able to cope with basic living conditions in the field and during field trips
- Problem solving ability.
- Competent with administrative tasks
- Commitment to best practice
- Quick learner with practical, precise approach
- Attention to detail
- Able to make decisions within a consultative and supportive framework.
- Respectful, accountable, honest