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Background:
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.
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Duties and responsibilities:
- 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.
Reception - Prepare the reception zone and handling means ;
- Perform physical reception and control shipment documents (PPL/CMS or IN). Report any discrepancy (item, qty, batch, …) found ;
- Transfer received goods to dedicated stock location and ensure arrangement on shelves/pallets ;
- Sign reception documents (FM, WB, IN, …) ;
- Process in UniField all IN linked to local purchase physically received
Picking, Packing and Delivery - Carry-out picking according to approved Picking List/Delivery note (item, qty, batch, …) ;
- Ensure proper packaging and complet labeling (weight, box sequence, code UN, PPL ref., …)
- Transfer picked and packed items to the shipment location ;
- Supervise loading and monitor number of loaded packages
- Deliver ordered items to requestor and make sure delivery note is signed after control
- Process in UniField all logistic delivery notes physically delivered
Stock management - Carry-out 4M full stock counting in accordance with communicated plan ;
- Monitor stock safety/security materials and flag any malfunctions ;
- Monitor stock temperature (thermometer) and flag if out of standard range (often 15°C-25°C) ;
- Update PT/NT registration book for each stock movement ;
- Check cold chain twice a day (2°C-8°C) and fill out monitoring sheet. Flag any malfunctioning ;
- Organize storage according to FEFO (medical items) or FIFO (logistic items) method
- Guarantee stock location is clean, ranged and well organised
- Guarantee that stock cards are updated after each IN/OUT/INT as well as spot-check/counting ;
- Ensure documents filing and archiving according to established methods
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