Purpose of the Post:

 

In the context of the WHO Health Emergencies Operations Support and Logistics (OSL), at the 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.

 

Overview of the programme:

 

Reporting to the OSL team lead, under the overall guidance of the Programme Area Manager (PAM) to Emergency Operations (EMO) and within the delegated authorities, the incumbent is expected to maintain capacity to receive, store and distribute by initiating, organizing and enforcing operational policies and procedures. The Warehouse Officer ensures accurate and complete accounting, reporting and internal storage control systems are functioning and that all relevant records are properly maintained.

 

Summary of Assigned Duties: 

 

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

 

Stock Management

 

1. Responsible for the accuracy of warehouse transaction records including identification of discrepancies, to ensure immediate action and accurate reporting to the OSL team lead on any discrepancies.

 

2. Organize and supervise 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.

 

3. Ensure a proper implementation and use of the Stock administration tools (Excel stock report, GIMS, Odoo, BMS).

 

4. Closely monitor stock levels (medical and non-medical supplies), particularly monthly consumption figures, expiry dates, and possible stock surpluses or depletion.

 

5. 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.

 

6. In collaboration with the Supply manager, prepare all procedures and necessary steps for commodity disposal.

 

Warehouse management

 

1. Ensure the warehouse has the ability to monitor the temperature of the storage areas and ensure that products requiring cold chain (e.g. vaccines / temperature-controlled drugs) are always stored at a suitable temperature.

 

2. Guide warehouse staff to ensure all items are well organized and correctly stored, well protected, fully identified and easily accessible (cleanliness, security, access, etc.).

 

3. 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

 

1. 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.).

 

2. 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).

 

3. Centralize the filing of following documents: GRN, Stock Card, Cargo Manifest/Waybill, Packing List, Stock Request, Internal Request, and certificate of the items.

 

4. Immediately inform the line manager of any problems arising during the work, particularly about damage, loss, attempted break-ins or theft in the warehouse.

 

Request and dispatch management 

 

1. Coordinate the receipt/dispatch of items, to ensure accurate recording, accounting and reporting is available at all times to support decision-making.

 

2. Control loading plans and ensure that WHO Waybills & Packing list are duly completed.

 

3. Deliver goods in accordance with the FEFO (First Expired First Out) and/or FIFO (First In First Out) principles.

 

4. 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.

 

5. Regularly inform the line manager of the weight/volume of articles ready for distribution to the Final Distribution Point.

 

 

 

 

RECRUITMENT PROFILE

 

Competencies: Generic

 

• Teamwork

 

• Respecting and promoting individual and cultural differences

 

• Communication

 

• Producing results

 

• Ensuring effective use of resources

 

 

 

Functional Skills and Knowledge:

 

• 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.

 

Education Qualifications:
Essential:

 

A first university degree or equivalent in logistics, supply chain, procurement, business administration, commerce, transport or closely related field relevant to the position.

 

Desirable

 

An advanced level university degree or professional qualification in logistics, supply chain management, field operations or a related discipline from an accredited/ recognized institute.

 

Experience: 

 

Essential:

 

At least two years’ related experience and exposure, in managing emergency procurement and logistics operations and supply operations in international organizations/institutions, part of which in the field supporting emergency humanitarian operations. Demonstrated exposure at the international level.

 

Desirable:

 

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

 

Experience in working in conflict area and areas with security issues,

 

Experience in import/export procedures and customs related administration.

 

International experience in the field of emergency response is a strong asset.

 

Language: 

 

English

 

Read: Expert knowledge

 

Write: Expert knowledge

 

Speak: Expert knowledge

 

[Yes] Required

 

Working knowledge of Tagalog language would be an asset.

 

Other Skills (e.g. IT):

 

• Excellent knowledge of Microsoft Office applications.

 

• Demonstrated skills in databases management and use for monitoring of procurement, inventory, and forecast needs.

 

• Demonstrated skills in using equipment such radio and satellite phones.

 

 

 

 

ADDITIONAL INFORMATION

 

• This vacancy notice may be used to fill other similar positions at the same grade level
• IP vacancy notices: “Mobility is a condition of international professional employment with WHO and an underlying premise of the international civil service.”
• Only candidates under serious consideration will be contacted.
• A written test may be used as a form of screening.
• In the event that 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.
• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.
• Staff members in other duty stations are encouraged to apply.
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