Supervisor, Warehouse

Job Summary: The Supervisor, Warehouse is responsible and accountable for goods stored in the warehouse, their proper management under good storage conditions and for documenting and reporting all warehouse transactions in a transparent manner and in accordance and compliance with International Medical Corps Warehouse Manual, donor requirements and local laws, as applicable. The Supervisor, Warehouse supervises warehouse team and is responsible for their safety and safety of visitors. S/he reports to the Logistics Manager or other supervisor, as per applicable team structure. To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation:

MAIN TASKS AND RESPONSIBILITIES:

Warehouse Supervisor is responsible for:

• Implementation of IMC warehouse procedures by ensuring that existing practices, policies and procedures are in compliance with IMC Warehouse Manual and applicable donor and host country law requirements.
• All commodities stored in their respective storage/warehouse and accountable for quantity and preserving good condition of items during storage.
• Appropriate storage condition for all commodities, including temperature and humidity control, and isolation of dangerous goods and goods not fit for end use (i.e., damaged/expired goods).
• Monitoring stored items shelf life and, where set by program, report against minimum and maximum stock level per item where defined, and alerting stock owners where required.
• Reporting of any losses or damages of commodities, processing stock adjustments and alerting stock owners on discrepancies that should be investigated.
• Implementing and maintaining a reliable, transparent and accurate stock records by item and project for all commodities transactions, standardized documentation, reporting, and control system. Ensure it is properly maintained and periodically verified.
• Sharing Stock Report updates regularly and on demand with relevant stakeholders.
• Safety and Security of staff, warehouse operations, facilities, and commodities.
• Availability and maintenance of relevant handling equipment, packing materials, cleaning materials, and protective equipment and supplies…
• Management of all staff, volunteers and casual labor working in the warehouse, as well as visitors. Set performance objectives for staff under supervision and monitors performance.
• Warehouse staff capacity building and training to perform duties in a safe manner and in accordance with IMC warehouse procedures.
• Reception of goods physical count (preparation of GRN) and coordination of Quantity Control processing with management assigned staff.
• Quality Control, where assigned in absence of technical staff.
• Ensures that the proper stacking and organizing of stocks and optimizing the use of warehouse indoor/outdoor space.
• Establishment of quality control over kitting/de-kitting/reconditioning/reconstituting operations.
• Release of goods in line with approved Goods Issue Orders (GIOs). Responsible for inventory dispatch tracking by documenting all dispatches from stock.
• Ensures that the items in the warehouse and outgoing dispatches are appropriately packed and thus reducing the risk of damage during handling and transportation.
• Liaise with Logistics to organize the transportation of goods in line with authorized stock releases and preparing appropriate documentation to escort shipment (Waybill, etc.). Responsible for overseeing loading of commodities and documenting cargo handover to transporter/recipient.
• Stocks checks and control counts, verification of any impact on items quality/end use suitability.
• Coordinates with the Logistics Coordinator for the registration of the warehouse as required.
• Holds the warehouse key as a sole holder ensuring that the access to warehouses is restricted to designated staff and other visitors are only permitted to enter when accompanied by warehouse staff. The spare key is kept in the office safe within a sealed envelope in case of need for emergency access.
• Ensures that the warehouse is kept secure at all times and properly locked when leaving premises.
• Ensures that the warehouse is well-maintained, cleaned, disinfected, dry, well-organized and pest/rodents free, etc.
• Performs other activities related to warehouse management as indicated in the IMC Warehouse Manual or tasked by supervisor.

Staff Capacity building and Performance Management, Learning & Development:

• Provides leadership and support to all supervised staff.
• Builds and maintain fit for purpose team structure with appropriate segregation of duty through continuous planning and optimization of human resources within department, in collaboration with assigned supervisor.
• Recruits, inducts, coaches, trains, supervises and mentors direct-report staff, including communicating clear expectations, setting performance objectives, providing regular and timely constructive performance feedback, and documented performance reviews. Ensure this is cascaded up-to assistant level by coaching staff managers to undertake similar process.
• Identifies training requirements/gaps, and ensure that training plans are developed, fully implemented and refresher trainings provided to all staff under supervision, as required and deemed necessary.
• Participates in orientation of other departments’ staff as tasked. Maintains open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their roles.
• As part of succession plan, identifies, trains and develops capability and capacity of staff to successfully transition roles and responsibilities, whenever feasible.
• Compliance, Audit and related controls:
• Responsible for compliance of performed or supervised warehouse activities in line with IMC policies and procedures and applicable donor rules s and local laws and regulation.
• Implements required control mechanisms over stock management business processes compliance.
• Remains updated of donor policies and procedures related to stock management and is responsible for timely dissemination and consistent application across supervised team.
• Supports assessment and evaluation of risks impacting warehouse and stock management and ensures implementation of action plans to mitigate, minimize or remove risks impact.
• Maintains accurate filing systems, with documented and auditable records of warehouse transactions and stock reports.
• Ensures timely submission or availability of mandatory reports to the country management team, in line with IMC policies and procedures.
• Responsible for implementing correctives measures identified as result of self-control, audit or compliance review.

Fraud prevention:

• Committed to fraud prevention, detection, reporting and fraud risk reduction as per IMC policies and procedures, donor rules and local laws and regulations.

Logistics Management & Information System (LMIS):

• Supports implementation of software solution for stock management.
• Ensures LMIS users, under supervision, are trained and use software solutions in a consistent and accurate manner.
• Ensures that warehouse or stock management related LMIS information and reports are available or accessible to stakeholders.

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.

Minimum Requirements:

• Pharmacy degree 
• Typically, 5+ year of relevant experience in the warehouse field and building and developing the capacity of staff through the use of training, performance management frameworks and development plans.
• Excellent interpersonal and team skills.
• Commitment to and understanding of IMC’s aims, values and principles.
• Fluency in written and spoken English.
• Strong knowledge of MS Office including MS Word, Excel, PowerPoint, and Outlook.
• Commitment and demonstrated skills to build staff capacity in the areas of warehouse management, supervision and monitoring.
• Strong organizational and problem-solving skills with analytic approach.
• Strong interpersonal, management and leadership skills. Experience in remote management.
• Ability to work in participatory manner with staff to assess needs, implement and monitor activities.
• Ability to integrate and work well within multi-ethnic and multicultural team.
• Ability to work in harsh conditions, often in remote areas,
• Relevant qualifications or training courses.
• Experience in medical commodities and cold chain management.

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, adults at risk, or LGBTI individuals; 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, disability or status as a veteran.