Storekeeper – Coordination

Main purpose of the Position

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, to ensure the overall functioning of MSF activities.

Accountabilities

• Supervising materials and goods orders and dispatch 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 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 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, waybill 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 about 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

• Arranging the stock according to guidelines respecting stock management areas (Reception/Dispatch/Cold Chain/Stock) in the warehouse.
• During goods reception checking the number of packages on the cargo manifest, verify the packaging, cases and inform the line manager of any challenge and/or problem for prompt support.
• Maintaining stock cards on daily basis so that any visit by any authority will result in positive record to physical comparison.
• After receiving goods, updating the stock cards and/or creating stock cards for all the items, ensuring it is done in accordance with Unifield.
• Updating and report to line manager on conditions of received item.
• Ensuring the invoice quantity, purchase order and physical received items match and report any discrepancies observed.
• Making sure delivery notes are signed and approved before sending goods with a good quality of packing material.
• Ensuring that all items are well organised and correctly stored, well protected, fully identified and easily accessible (cleanliness, security, access, etc.) as per MSF standards.
• Keeping a special control of “sensitive” goods numbers of lots, expiry dates, and packaging and special storage conditions.
• Ensure that all goods movement IN or OUT are properly requested and recorded according to MSF standards
• Collecting and archiving freight dispach manifests that are signed for reception.
• Packing (according to transport means), weigh and label freight (destination, number of shipping units, waybill number, weight and mode of transport) and assign a shipping number to each package, in accordance with the line manager’s instructions.
• Performing physical stock counts In conjunction with the line manager and in accordance with the frequency previously defined.
• Preparing and sharing inventory reports with pre-defined KPI together with line manager to stock owners and other concerned parties.
• Immediately reporting and later on compiling incident report for any problems arising in the course of the work, particularly with regard to damage, loss, attempted break-ins or theft in the warehouse.
• Assisting in monitoring the warehouse temperature and humidity using available tools.
• Preparing requests and payments for daily workers according to the needs and supervising their activities in the warehouse.