JOB SUMMARY
The primary role of the Specialist, Roving Warehouse is to ensure country program warehouses infrastructure, equipment, systems, processes, and procedures comply with International Medical Corps standards, Industry standards and country legal requirements.
This position works with the country and field site management teams and warehouse staff to assess and conduct necessary improvements and to certify the compliance of the warehouses related aspects with standards.
The Roving Warehouse Specialist is part of the country program team and works under the direct line management of the country Logistics management (LC) and under the functional line management of Regional Logistics (RLC).
To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation.
MAIN TASKS AND RESPONSIBILITIES
Planning
- Undertakes desk and remote assessment, update warehouse registration
- Develop and negotiate and maintain workplan with country management team
Warehouse registration
- Review warehouse registration files, collect missing documents (…) and update file.
- If improvements are performed, update WH registration files, upload new documents and photo, submit file for re-approval, facilitate Q&A and re-approval in coordination with regional teams.
Warehouse Infrastructure assessment and immediate improvements
- Conduct infrastructure assessment and identify required improvements.
- Develop improvement plan to meet standards including budgeting.
- Undertake immediate improvements
- Work with country program for funding and scheduling improvements requiring significant investment.
- Support elaboration of Bill of Quantity and Purchase Requisition, and oversee procurement until completion.
- Oversee (including remotely) improvements and ensure completion.
- Ensure completion certificates and compliance verification are completed.
Warehouse controls
- Assess control mechanism in place and their effectiveness, identify gaps if any.
- Identify controllers and deliver formal and hands on job training to controller.
- Verify effective implementation during the next control cycles.
Warehouse staff capacity
- Map current warehouse staffing structure, determine staff capacity, identify gaps (number, certification i.e. pharmacist, capacity
- Prepare action plan and engage with country management on hiring and capacity needs
- Facilitate hiring and training of new staff
- Deliver series of trainings to all warehouse staff
IT Equipment & Connectivity
- Assess internet connectivity equipment available and functioning.
- Conduct internet connectivity tests and recommend adjustments to meet requirements for operation, scanning, LMIS (CP/PIMS), CCTV and PARSYL temperature measuring.
- If not in place already, recommend any additional IT equipment including fast-scanner solution.
- Ensure procurement for required improvement is initiated and facilitate upgrade and installation of equipment and staff training.
Temperature monitoring control system – PARSYL
- Lead the implementation of temperature monitoring control system (PARSYL) and roll out in targeted country.
- Coordinate with LMIS the analysis, information sharing and determination of necessary PARSYL systems.
- Prepare Purchase Requisition, facilitate importation and delivery on site.
- Oversee implementation and testing of PARSYL and staff training
- Implement PARSYl incident management system.
- QC incidents and incident management response while in country.
CCTV
- Determine applicable CCTV solution (preferably standard for all country WH), keeping in mind adherence with banned equipment.
- Prepare Purchase Requisition and facilitate acquisition and delivery on site.
- Oversee implementation and testing of CCTV system and staff training.
- Facilitate connectivity and remote access to CCTV system through global WH portal in collaboration with LMIS team.
Stock management - equipment and supplies
- Assess available equipment (i.e., forklift or pallet jack(s) as appropriate, insulated containers, medical grade freezers, ice-pack freezers, refrigerators, cold boxes, weighting scales, back-up power supply equipment, racks, shelves, etc.), and supplies (pallets, carton boxes, insulated boxes/containers, packing tape, stickers, shrink-wrapping tape, plastic sheets, ice-packs etc., and status, identify gaps and needs
- Prepare Purchase Requisition and facilitate acquisition and delivery on site and asset registration.
- Train staff on use of equipment and supplies.
- Monitor effective packaging and marking of boxes including weight.
Administration and document management
- Assess the adequate and up to date use of warehouse documentation (Incoming documents and GRN set, GIO and WB set, Loss/Incident reports, stock cards, bin cards and stock ledger/report per project…) and proper physically archiving (‘life of project” approach).
- Test and document item reconciliation from purchase or GIK acquisition through entry to exit, including remaining stock balances.
- Assess scanning capacity and effectiveness to ensure all required transactions are scanned, archived and safeguarded.
- Identify gaps (site / staff / process) and resolve gaps including capacity building, mentoring, and performance).
- Monitor corrections are completed and targets met.
Health & Safety & other marking
- Develop health & safety standard for all IMC programs and get sign-off from STA.
- Adjust standard to in-country language (dual language).
- Print and set posters in appropriate locations.
- Set in-country standard with country management for health & safety equipment (first aid, boots, jackets, helmets..) and proceed with procurement.
- Train staff on health & safety measures.
- Issue compliance certificate vs. WH health & safety standards
Fire safety
- Fire safety assessment conducted (including country legal requirements), gaps identified, immediate improvements made and recommendation to management made for improvements requiring substantial investments.
- Issue PR, facilitate acquisition and delivery on site of additional equipment.
- Train staff on fire prevention, control and reaction.
- Issue compliance certificate vs. WH fire-safety standards
Country warehouse monitoring
- Review warehouse inspection reports.
- Support warehouse teams to meet standards related to scanning requirements.
- Review stock levels and stock alerts and implement risk-mitigation measures with appropriate stakeholders (i.e., program for projects closed/ending).
Warehouse program & logistics interface
- Assess communications workflows related to stock request and dispatch, at country and site levels.
- Establish per site a protocol for optimal dispatch planning including standard scheduling for issuing Good Issue Orders to warehouse team at specific dates (e.g., Friday am); preparation of shipments and dispatch, with flexibility for urgent shipments.
Sustainability
- Develop plans to minimize the environmental impact of the warehouse activities and embed solutions in improvement plans.
- Assess waste management plan at site level. Develop where not available.
Sub-contracted warehouse management opportunities
- Assess 3PL options at country/site level through market research and Request for Information, and conclude on suitability to manage IMC medical commodities (GSP, certification, specialization, capacity, reputation…)
- Provide a cost benefits analysis considering the advantages and disadvantages of both options.
- Issue 3PL assessment and recommendation to country management and where approved, design and support transition plan.
Coordination & Communication
- Actively participates in logistics calls with country and regional management teams. Collects action plans and submits to RLC for the monitoring of their implementation.
- Attends operations country and pipeline calls. Collect agreed actions related to logistics, share with RLC whenever required and monitor their implementation.
- Represents the Regional Logistics team internally and externally, as tasked.
- Actively participates in the regional and global strategic meetings / workshop as a representative of the regional logistics team as tasked by their supervisor
- When needed RLC may require the Regional Logistics Manager to ensure continuous support to country programs, including participation in country/regional and/or global logistics & supply chain regular meetings.
Human resources and team management
- Provide on-the-job training to the regional team (Officer and Assistant, Logistics Desk) and the country team when required.
- Based on pre-identified needs integrated into the country’s capacity building plan, plans and conducts training sessions for country or regional teams remotely or during deployment in country missions.
General:.
- Depending on country or emergency response needs at field level, Roving Warehouse Specialist may be requested to support Logistics team in the response.
- Contributes to the creation of a positive image and overall credibility of the organization, notably through the application of the organization’s Code of Conduct, ethics, values and standpoint with regard to internal and external actors.
Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.
Code of Conduct
As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear, or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report.
If this is a supervisory position, one must set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps’ policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.
Safeguarding
It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, or adults at risk; and any form of trafficking in persons.
Equal Opportunities
International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, or disability.
MINIMUM QUALIFICATIONS
- Typically, a bachelor’s degree in related area. An equivalent combination of relevant education and experience may be substituted as appropriate.
- 5+ years of relevant working experience working in Logistics assigned tasks and duties or cumulative experience within logistics in the field
- 3+ years of experience in medical warehouse management (management or oversight)
- Fluency in English with a proven ability to express well verbally and in writing.
- An ability to establish and retain effective working relationships with other staff and to communicate clearly and effectively, both orally and in writing.
- Demonstrates a thorough understanding of the responsibilities specific to the job, as well as the ongoing capacity to stay abreast of changes in job functions.
- Demonstrates the ability to work cooperatively, productively and effectively with other employees individually and as a member of the team. Maintains good work relationships both internally and externally.
All offers of employment at International Medical Corps are subject to satisfactory references and background checks. International Medical Corps participates in the Inter-Agency Misconduct Disclosure Scheme from the Steering Committee for Humanitarian Response (SCHR). In accordance with this, we will request information from an applicant’s previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.
International Medical Corps is a global humanitarian nonprofit organization dedicated to saving lives and relieving suffering through healthcare training and relief and development programs.
Established in 1984 by volunteer doctors and nurses, International Medical Corps is a private, voluntary, nonpolitical, nonsectarian organization. Its mission is to improve the quality of life through health interventions and related activities that build local capacity in areas worldwide. By offering training and healthcare to local populations and medical assistance to people at high risk, and with the flexibility to respond rapidly to emergency situations, International Medical Corps rehabilitates devastated healthcare systems and helps bring them back to self-reliance.
