Organization:
MSF
Holland - Nairobi Supply Centre
Position:
Transport and Warehouse Officer
Unit:
Logistics
Purpose of the position
Processing of transport and warehouse related requests with minimal supervision.
Major Duties and Responsibilities
Warehouse
- To manage the
NSC warehouse without compromising any quality and make sure the warehouse
is in proper function with reception, packing, labeling, and dispatch
area.
- Ensure that
procedures are followed for loading and actively involved in loading and
paperwork preparation.
- Ensure casuals
are in line with their tasks.
- Ensure that all
stocks are stored in an organized, safe and clean manner.
- Ensure that the
mission receives a stock up-date every second week
- Daily Ready to
Ship overview.
Reception
- Liaise with the
Medical and Logistical Procurement Officers about the expected deliveries
of medical and logistical goods from suppliers (on occasions from the
missions) and plan the reception.
- In liaison with
customs officer, receive international medical cargo; confirm correct
number of packages and conditions of packages.
- Receive and
supervise medical (in collaboration with Pharmacist) and logistical goods
from suppliers, checking conformity of delivered goods against the
delivery note.
- Check conformity
of the delivered items with the purchase order ensuring that expiry dates,
manufacturers other specifications and brand names are in accordance with
the MSF-OCA standards (as determined by the regional pharmacist).
- Plan in
conjunction with the Medical and Logistical Procurement Officers the daily
prioritization of order checks.
- Report any
quality and quantity or administrative anomalies to the Procurement
Officer
- Enter reception
and control information into the ‘ logistics’ database and dispatch
relevant documents to the Medical and Logistical Procurement officer, and
compile a reception file as per the standard procedures.
Dispatch
- Re-package goods
where necessary and produce a packing list after the control.
- Supervise the
labeling and quantities of the delivery orders
- Provide all
documentation on order checks to the Medical and Logistical Procurement
Officers for approval and release of the order
- Forward all
relevant release documentation to the transport officer.
- Ensure
non-standard shipments leaving the warehouse have the required
documentation (waybill) such as items being borrowed or donated.
Stock
Reports
- Plan, initiate
and ensure a complete physical stock count and report is done every three
months of all materials in the warehouse.
- Responsible for
recording all ‘outs’ in the TGD cold chain cargo and updating that record
weekly
Transport:
- Receive and
process transport requests (quotations/confirmed) from the field giving
timely feedback on the status of this request.
- Liaise with the
procurement officers with regards transport requests; obtain information
on cargo weights/volumes and any special transport considerations that
need to be observed (e.g. cold chain/heat sensitive items).
- Enter transport
requests into the ‘logistics’ system and prepare the freight manifests.
- Take overall
responsibility of the loading and unloading of trucks in the NSC.
- For all
shipments involving NSC ensure that all necessary paperwork is present and
correct (e.g. freight manifest, packing list, donation/free gift
certificate) and sent on a timely basis.
- For onwards
transportation arranged by Somalia Office, organize transport and
exportation to Nairobi airports (Wilson & JKIA) and to coordinate with
the forwarding agents
- Follow the
progress of transports up until the final destination is reached
(excluding Somalia arranged Transport) and feedback to the field sites if
there any delays that will affect the time of arrival of the transport.
- Receive, check
and forward transport related invoices.
- Participate in the
review/validation of transporters.
Additional
Tasks:
- To prepare
monthly transport budget estimate for Finance.
- Ensure proper
functioning of warehouse equipment/utilities reporting any problems to the
Log/Admin.
- Instruct casual
workers and maintain attendance records of casual workers as necessary.
- To be ready to
work outside the normal working hours when the need necessitates it.
- Ensure that no
unauthorized persons enter the main warehouse.
- Perform any
other duties as requested by the General Manager.
- Acts as a
receptionist at the Supply Centre and answers the phone
Requirements
- Proven
experience in warehouse and transport management, preferably within
humanitarian organization.
- Strong
negotiation skills
- Accurate
- Clear
handwriting
- Knowledge of the
MSF OCA supply management software LogistiX7 especially the transport
module and cargo shipping option(s) (PA & FM).
- Able to work
with and implement Standard Operating Procedures and organization specific
standards.
- Able to actively
and regularly inform and follow-up cargo status with clients.
- Well organized
and able to prioritize workload, using initiative when appropriate.
- Ability to work
in a multi-cultural work environment.
- Good command of
English, swahili.
- Computer skills
(MS Windows and MS Office & LogistiX7).
Applications:
Please
attach handwritten motivation letter, reference(s), salary expectations and cv
E-mail
applications to: nsc-capitallog@oca.msf.org
Closing date: May the 19th 2013
Closing date: May the 19th 2013
Only
candidates short-listed for an interview will be contacted.