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Duties and responsibilities:
- Planning and supervising on a day-to-day basis the Warehouse and Stock Management activities in the project or capital, ensuring compliance of MSF standards, protocols and procedures. These activities include but are not limited to the following:
- Physically and administratively managing medical and non-medical stocks in conjunction with the supply officer and the stock owners and assuming responsibility for the warehouse and its contents
- Ensuring that all necessary tools and management procedures are in place in order to avoid stock ruptures, losses (expiries, damages due to bad storage conditions, temperature breach) and excess stocks. Regularly checking inventory levels (physical counts), keeping inventories up to date and monitoring consumption
- Checking, recording and arranging the goods received and ensuring the availability of a wide range of items for various projects and departments (medical supplies, food, spare parts, tools, equipment, etc.)
- Ensuring that all items are well organized and correctly stored according to their specificity, well protected, fully identified and easily accessible (cleanliness, security, access, etc.)
- Supervising the team under his/her responsibility including the definition and planning of each person's tasks (daily supervision and checking the quality of their work); drawing up working schedule and organizing and leading team meetings
- Supervising, in close coordination with the HR department, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under his/her responsibility in order to ensure both the sizing and the amount of knowledge required
- Performing delegated tasks according to his her speciality and as specified in his/her job description
- In coordination with the project Logistics Team Leader and the Project Supply Activity Officer, ensures that all warehouse activities are aligned with the mission's operational priorities and the medical and logistical supply needs of the projects.
- Adapts stock management procedures to local and mission-specific challenges (e.g., insecurity, seasonal access limitations, or cold chain constraints) to ensure continuity of care and uninterrupted project activities.
- Supports the implementation of the stock management system (e.g., UniField or other MSF-supported tools), ensuring all warehouse staff are adequately trained, and that system data is accurately maintained and regularly backed up.
- Works closely with the pharmacy and other technical departments to ensure proper segregation and handling of sensitive items (e.g., temperature-sensitive vaccines, narcotics, expired stock, or hazardous materials).
- Ensures accurate documentation and systematic follow-up of all stock movements between the capital and project locations (e.g., waybills, reception notes, stock cards…), minimizing delays and ensuring full traceability.
- Coordinates with the Logistics and HR departments to plan and implement capacity-building activities for warehouse staff including training on safety protocols, hygiene, and inventory management best practices.
- Conducts regular inspections of warehouse facilities to ensure structural integrity, pest control, cleanliness, and compliance with fire safety measures. Alerts line management of any infrastructure needs or security concerns.
- Participates in emergency preparedness and rapid response stock planning, including the pre-positioning and kitting of emergency supplies, based on project contingency plans and risk assessments.
- Supports the donation and disposal of stock in line with MSF protocols and local regulations, ensuring proper documentation and traceability throughout the process.
- Contributes to monthly reporting (e.g., stock movement reports, discrepancy reports) and supports the monitoring of supply KPIs and warehouse performance indicators
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