Context of the mission

Médecins du Monde (MDM) is an International Non-Governmental Organization (INGO) involved in humanitarian interventions, operating in Ethiopia since 1986.

 In January – February 2019, MdM France (MdM-F) and MdM Germany (MdM- Ge) conducted a joint-Fact Finding Mission in the Somali region. The goal of this mission was to assess the humanitarian needs caused by ongoing drought and conflict and evaluate intervention options for MdM. The assessment covered three zones: Gerbo, Qubi and Lagahida. After successful submission of the project proposal to the German Federal Foreign Office (GFFO), the 24-month project has been launched 1 July 2019.

 The project aims primarily to improve access to and the quality of health services with a focus on life-saving Mother and Child Health (MCH) interventions. The proposed activities include ensuring high-quality basic emergency obstetric and new-born care (BEmONC) at the Gerbo health centre; improving MCH services at Molayko health centre. In relation to improving prevention, monitoring and control of epidemics in this region, such as Cholera and measles, the focus is also on support of infection prevention and control (IPC)/medical waste management in the 2 health centres and capacity-building in vaccination routine/outreach, cold chain management for staff at the healthcare facilities (both the 2 health centres and the 7 health posts). The screening, identification, management and treatment of acute malnutrition (moderate and severe) will also be improved, using community management of acute malnutrition (CMAM) approach, both at healthcare facilities and through targeted outreach activities in communities. WASH activities will be integrated into the health and nutrition activities, e.g. by ensuring availability of hand-washing stations and drinking water supplies in the 2 supported health centres. MdM-F and MdM-Ge will implement this new project jointly, with MdM-F being the lead in the first year and a coordinated handover to MdM Ge during the project period

Essential Duties

The key objective of the position is to plan and supervise the execution of both Medical and Logistics Warehouses and Stock Management activities in Gerbo district according to MdM procedures and standards in order to ensure the optimal functioning of the project.

• Plan and supervise on a day-to-day basis the Medical Warehouse and Stock Management activities in the project, including warehousing deliveries of medical supplies and nutrition commodities, and ensure compliance of MdM and donors standards, protocols and procedures;
• Physically and administratively manage medical and cold chain stocks and assume responsibility for the warehouse and its contents;
• Ensure that all necessary tools and management procedures are in place in order to avoid stock ruptures, losses (expiries, damages, temperature breach) and excess stocks.
• Regularly check inventory levels (physical counts), keep inventories up to date and monitor consumption;
• Check, record and arrange the goods received and ensure the availability of project items (medical supplies, nutrition commodities, hygiene kits, medical equipment, etc.)
• Ensure that all items are well organized and correctly stored according to their specificity, well protected, fully identified and easily accessible (cleanliness, security, access, etc.);
• Give regular feedback to the line manager and report directly any issue or incident

This job description covers the main tasks that are anticipated. Other tasks may be assigned as necessary.

Hierarchical & Functional links

The Medical Warehouse Manager will be based in Gerbo town, Nogobo zone, Somali region. S/he will be under the direct supervision of MdM Program Coordinator

Responsibilities

Oversee the management of the medical stock warehouse: IN/OUT movements of drugs, consumables, nutrition commodities and vaccines to ensure compliance with MdM and donor procedures.

Receipt of goods

• Follow the MDM standard forms & procedure while receiving the goods/drugs
• Count number of boxes and packages using information of Delivery Note or waybill.
• Check status of all boxes and packages.
• Check whether cold chain was broken during transportation.
• Update stock cards upon receipt of cargo.
• Pass relative documents of cargo to line manager once checking and storing is completed.
• Manage loading & unloading of goods/drugs, hire required number of loaders after consultation with your line manager.

Sending of goods

• Follow the MDM standard forms & procedure while issuing the goods/drugs
• Organizes and checks deliveries on sites
• Prepare orders on time ensuring good quality of packing material.
• Avoid preparing very big boxes or very heavy items and always think of the way cargo is going to be stored and transported.
• Ensure good quality of cold chain in cases it is needed (During EPI campaigns, evaluates the vaccines and ice needs and organizes ice pack freezing)
• Label all boxes and packages and prepare detailed packing lists and waybills for all items to be sent.
• Keep a copy of all items sent and update stock cards once items are removed from their position.
• Inform line manager department of any pending orders to be sent as well as of any missing items. 

Stock Management

• Follow the MDM standard forms & procedure
• Ensure all items are well organized and correctly stored in order to be visible and reachable avoiding accidents or destruction of goods, i.e. humidity, water, sun, big piles.
• Ensure that all necessary information is correctly and fully recorded in stock cards according to MDM protocols, batch number, expiry date, date of receipt, stock balance.
• Store items according to nature or use of materials as follows, i.e. emergency, removable and transit items, nutrition program, logistics, maternity, drugs, cold chain, etc.
• Evaluates cold chain needs and sets up the active (refrigerators and freezers) and passive (cold boxes, vaccine carriers and ice packs) cold chains
• Perform physical stock counts on a regular basis.
• Inform line manager about any items reaching minimum or maximum threshold as well as items expiring within the coming six months.
• Ensure temperature is always within permitted limits as well as items that require cold chain are stored correctly.

Maintenance, Safety & Security

• Do not allow people not related to warehouse and pharmacy enter in those areas without prior authorization.
• Keep areas of pharmacy and warehouses clean and tidy.
• Carry out basic maintenance tasks (ex. setting up of shelves).
• Always keep closed and locked all areas of warehouses and pharmacy when not in place.
• Make sure the safety measures are well applied and understood for any worker or visitors.
• Make sure that stock has been secure from any type of threat.
• Make sure that all locks / doors/ windows of warehouse/pharmacy are in good working condition
• Make sure that all goods/drugs are secured from rain or any type of water leakage.
• Conduct all fumigation to control rodent/ pest/ insects
• Ensure correct use of extinguishers as well as know where they are located.

Equipment

• Look after all equipment provided.
• Prepare an inventory list of the assets stored in the warehouse/pharmacy.
• Coordinate with the Logistics Manager for items which require a service maintenance (fridge, freeze, air conditioner, fire extinguishers …)

Reporting & archiving

• Ensure that line manager is informed of any problems that might be linked to cargo sent or received.
• Report stock management according to MDM protocols.
• Conduct a monthly physical inventory of the goods in the warehouse/pharmacy.
• Able to produce any type of report (stock balance, stock issuance, stock reception) when required by your line manager.
• Make suggestions regarding any repair or maintenance work needed in warehouses or pharmacy.
• Make sure the archives consigned by the bases are well stored properly.
• Make sure the archives are well identified by codes or tags according to the MDM procedures.
• Make sure the access of the archives is restricted and for only authorized persons listed by the Program Coordinator

Others

• Be aware of any document regarding detailed responsibilities of warehouse manager (ex. correct way of filling in waybills and packing lists, dates of planned deliveries and receiving of cargos).
• Participate in meetings and possible trainings.
• Work closely with the partner to build capacity and ensure that the partner carries out appropriate delivery, reception and recording of medical orders and maintain security stock levels;

 Contract duration:

• 6 months with possibility of extension, start immediately

Minimum requirements and competencies 

Essential:

• Secondary school diploma
• English: oral and written essential
• Proficient user of MS Office, in particular Excel.

Experiences & Assets:

• Experience in similar position (1 year)
• Experience in medical stock management, including cold chain (2 year)
• Showing flexibility, reactivity, anticipation, adaptability
• Capacity to work and to live in a remote and isolated area