Main Purpose

Executing the stock management activities (receipt, storage, and issuance to projects or other departments of medical supplies, food items, spare parts, tools, equipment and/ or other logistics materials), according to the line manager’s instructions and MSF standards and protocols, in order to ensure the overall functioning of MSF activities

Accountabilities

•            Supervising materials and goods orders and dispatch in order to ensure its rational use.

•            Receiving orders and deliveries, identifying and reporting potential discrepancies against cargo manifest or others. Stores materials in accordance with the system in force in order to ensure continuous availability.

•            Updating and/or creating stock cards for all stock items immediately after reception of goods. Checking the received cold boxes and controlling the cold chain-monitoring card

•            Storing materials in accordance with the system in force in order to ensure continuous availability ensuring that all items are well organised and correctly stored, well protected, fully identified and easily accessible (cleanliness, security, access, etc.).

•            Monitoring the store temperature and ensuring Cold Chain items are stored in an adequate temperature. Keeping a special control of “sensitive” goods: numbers of lots, expiry dates, packaging and special storage conditions

•            Preparing orders on time before sending goods, and packs (according to transport means) weighs and labels freight with corresponding shipping number, destination, number of shipping units, way bill number, weight and mode of transport in accordance with the line manager’s instructions

•            In conjunction with the line manager, performing physical stock counts in accordance with the frequency previously defined. Following up stock levels with regards to alarms thresholds, stock out and expiry dates.

•            Controlling warehouse limited access to authorized personnel and ensuring doors and other exits are secured. Immediately informing the line manager of any problems arising in the course of the work, particularly with regard to damage, loss, attempted break-ins or theft in the warehouse

•            Assisting the line manager with preparation of the stock reports

MSF Section/Context Specific Accountabilities

1.     General Knowledge of MSF and Safety at work

·        Be aware of activities of other departments and respect specific rules and procedures

·        Comply with the health and safety rules & instructions.

·        Ensure all staff in store complies with the health and safety rules & instructions.

2.     General

·        Rodent control and damage control

·        Responsibility of the items – justification of the missing items.

·        Supervise the loading/off-loading of the goods

3.     Store Keeping

·        Organises and sets up the storage facilities and conditions according to the needs and rules.

·        Ensures store/s are cleaned weekly

·        Ensures that all equipment and consumables are with stock cards

4.     Movement follow up

              Reception of Goods

·        Receives Supplies and checks the reception documents, quantities and quality

·        Report to the Supervisor any discrepancies on reception documents, quantities and quality within a period of 3 days after reception and unpacking.

·        Update stock cards and/or creates stock cards and ensures accurate record of the same.

·        Ensure items are properly organised and are correctly stored, well protected & fully identified.

·        Reports any damaged goods (whether at reception or during handling of the goods in the warehouse/store) to the supervisor.

·        Ensure proper filing for stock cards, incoming freight manifests, delivery notes and packing lists.

·        Responsible for checking of the cold box directly on reception and control the cold chain-monitoring card. When the reading is Ok, put the vaccines directly in the vaccine fridge.

5.      Dispatch and distribution of Goods.

·        Receives validated internal requests  for allocations and distribution

·        Prepares outgoing goods in accordance with the internal request: type of packing and instructions.

·        Delegates distribution activities for both food & Non-food items to the Assistant Store keeper in accordance with the internal requests and patients registration records.

·        No items will leave the stores without filling of internal request, validated by the supervisor

·        Update stock cards immediately after issuance of goods and register the reference number of the delivery document or stock request.

6.     Stocks management/administration

·        Ensure all required in formation are correctly and entirely recorded on the stock cards. (Product specification, MSF code, batch number, expiry date, received or issue date, stock balance, in, out and reference number of reception and delivery documents. 

·        In consultation with supervisor, closely monitor the stock levels related to monthly consumption figure, expiry dates, excess and possible shortages

·        Inform the supervisor when the stock item gets to the minimum stock level

·        Reports and transmits stock reports (stock levels and movements) for the stores to the Supervisor on a Monthly basis

·        Carries out physical stock and items check monthly for the stores/warehouse

·        Responsible for monitoring the store temperature and ensure vaccines are stored in a temperature between + 2 ⁰ C and + 8 ⁰ C.

7.     Security

·        Ensure that the store is locked properly

·        Strictly follow the key management protocol available for warehouse/stores.

·        Reports to the Supervisor any problem related to security of the store/warehouse (broken door, electrical faulty, rodent

Additional Tasks

·     Be flexible and be able to give assistance with different activities not included in this primary job description.

Requirements

Education

·           Essential : Minimum 2/3 years Diploma. Bachelor Degree is desirable.

·        Desirable : Warehouse/Supply management related studies

Experience

·        Essential minimum 3 years experience as storekeeper. Desirable experience in INGO

Language

·        Essential: proficient in English and Somali languages.

Knowledge

·           Essential : Proficiant in Microsoft Office (word, excel)

·        Desirable :  ability to do basic repairs

Availibility

·        Flexibility and ability to travel with possible short notice in case of critical incident

Competencies

·           Results and Quality Orientation L1

·           Teamwork and Cooperation L1

·           Behavioural Flexibility L1

·           Commitment to MSF Principles L1

·           Service Orientation L1

·        Service Orientation L2