Warehouse Assistant

MISSION

 Medicos del Mundo (MdM) has been operating in Ukraine since August 2015 and is currently implementing an emergency response and recovery program in the Eastern part of Ukraine (Luhansk oblast, government and non-government controlled areas – GCAs and NGCAs). 

 The program is implemented around two main components: direct delivery of services through multidisciplinary mobile units (including PHC, SRH, MHPSS and support to GBV survivors); strengthening of local health system (with a specific focus on PHC, SRH, MHPSS and GBV) through capacity building of health and non-health staff, awareness raising and advocacy.

 GEOGRAPHICAL SCOPE OF INTERVENTION:

 The incumbents are based in Severodonetsk, however this position may require travelling within the region of Luhansk or Donetsk oblasts. 

 The incumbent might be required to perform activity within non-Government Control area; therefore, the incumbent must have a neutral and impartial background which would allow him/her to engage with NGCA authorities and perform some of the activities related to the position in GCA & NGCA.

 ORGANIZATION CHART

 Direct supervision of the Logistic Officer and overall supervision of the Field Coordinator 

 JOB SUMMARY

 Under the direct supervision of the Logistic Officer SVD and in close collaboration with Field Coordinator SVD, Logistic Manager and Logistics Coordinator, the incumbent will ensure that logistic activities related to warehouse and stock management, as described below are carried out in line with MdM rules and regulations. 

 FUNCTIONS

In accordance with the MdM guidelines and procedures, the Warehouse Assistant is responsible for day-to-day management of stocks and warehouse facilities assigned to his/her area of responsibility, with the flow of goods / items and stocks through a warehouse, and will be responsible for the following materials, goods and items, but not limited to: 

• Construction materials and materials needed for WASH and rehabilitation works.
•  Medical equipment and consumables, Personal Protection Equipment.
• Office stationery, and office supplies and Furniture for donations.

 Stocks:  

• Assist the Logistics Officer with any tasks related to management of the warehouse.
• Identify the equipment entering IN and outgoing OUT and check the quality and quantity of all the goods, materials and items (Check, record and store goods received).
• Review and update the stock cards and bin cards and Stock Reports and other warehouse documents, entering in stock cards and bin cards and further register them in stock register/stock reports all the goods received IN and OUT. 
• Manage cargos and shipments, completing the various dispatch documents, supervise preparation and charging of products and equipment.
• Ensure follow up on stocks and pay particular attention to any discrepancies and damages to the goods, materials and items being entered into the warehouse, and in case the damages or discrepancies are identified, immediately inform the line manager.
• Draw up the monthly inventory and assets reports and not later than 5th of every month and provide it to Logistics Officer SVD.
• Keep up-to-date stock cards and bin cards and inform on any losses or damages the direct line manager.
• For heavy items, materials and goods, request from your line manager for daily workers, when needed for loading and unloading being done.
• Supervise the daily workers while loadings and unloading of goods, materials and items.
• Inform the line manager regarding the deliveries and releasing the goods to/from the warehouse.
• Ensure that all goods are stored and packed safely and securely and in accordance with MdM guidelines and procedures.
• Regularly check inventory levels (physical counts) and update stock cards, take part in the physical inventories regularly. 
• Ensure that all items are well organized and correctly stored, well protected, fully identified and easily accessible (cleanliness, security, access, etc.).
• Ensure that the physical stacking of items within warehouses is logical, optimizing space and preserving accessibility of items.
• Pack and prepare orders for delivery/dispatch.

 Comprehensive Assets and Inventory  

• Maintaining up-to-date control of all assets including tracking donor, value, and location, managing staff issue, and recording all asset movements and disposals.
• Support the Logistics Officer to manage Assets in an accountable way.
• Support teams to complete filing of Assets and tagging.
• Conduct physical count on regular basis and annually as per MdM standards.
• Keep all records of asset related documents such as (MR, PO/Contract, GRN, Invoice, Delivery Notes, repair forms, asset transfer or disposal forms, donation and etc.).

 Facility 

• Make sure that the conditions of the warehouse and stocks are in good conditions and in accordance with the MdM standards and disinfected and ventilated.
• Make sure that the warehouse is securely locked when out of the facility. In case of fire, burglary, or if the facility is found out to be robbed or the doors are found open, immediately inform the line manager.
• Check the temperature and humidity of the facility, as well as checking the sanitary conditions of the newly arrived products (absence of parasites, etc.…).
• Remove infected products and materials, informing the line manager immediately.
• Treat the infected products and materials in accordance with the MdM standards and practices, given and provided instructions by the logistics department or Logistics Officer.
• Ensure that the protection materials against the animals and harmful insects are in places and treat it as of first signs from infection.
• Make sure that the warehouse has all the needed equipment for day – to – day running of the warehouse activities. This includes but not limited to dealing with the cleaning company, if needed, ensuring the places are kept cleaned and the supplies of toiletries and other needed materials are in places.
• Wear safety and protective equipment while performing the duties at the warehouse facilities.

Others 

• Draft and obtain necessary signatures for the donation certificates.
• Assist Log Officer SVD in deliveries of the goods and materials to beneficiaries.
• Attend the logistics department meetings when required.
• Provide assistance to the office staff, international staff, visiting experts and consultants, while visiting the warehouse facilities.
• Any other duties as directed by the Logs Officer or Field Coordinator related to Logistics.

 This job description is not exhaustive and additional tasks in the remit of the role may be added/removed according to operational changes.

 HIERARCHICAL & FUNCTIONAL LINKS 

Hierarchical link: Logistic Officer, Severodonetsk, Ukraine. 

REQUIRED QUALIFICATIONS: 

Academic background: Completion of High School Diploma or equivalent. A post-secondary certificate in the related functions area is desirable. And the warehouse assistant is expected to have the experience in inventory software and databases management (preferable).

Excellent time management skills, attention to detail and communication skills are required to be an effective Warehouse Assistant.

 REQUIREMENTS:

 Language requirements:   

• Ukrainian and Russian – Fluent
•  English - Intermediate (written and oral) to maintain frequent correspondence with both local and international staff as well as external partners & authorities. 

 Computer requirements: Competency in Microsoft Office Environment. 

 EXPERIENCE:

 The successful candidate must have: 

• Minimum of 2 to 3 years of progressively experience in warehousing, logistic or supply related functions. 
• Experience working with NGOs is highly desirable. 

 COMPETENCE PROFILE: 

• Ability to work hard, quickly, under pressure, and with short deadlines.
• Ability to manage emergency situations and remain calm. 
• Necessity to manage priorities and to adapt them daily according to the context.
• Flexibility to adapt to changing requirements and environment. 
• Cultural sensitivity and ability to work in a multi-cultural environment.
• Ability to listen and share decisions.
• Team player and good sense of humor. 
• Alignment with principles and ethics of MdM.

   To apply:

• Send CV + cover letter;

We offer:

• Fixed term contract (till the end of 2022);
• Salary according to the MDM salary Grid;
• Medical insurance.
• Full -time job
• Location: Severodonetsk

Deadline for application - 11th of February, 2022

 https://www.facebook.com/mdm.ua.no

 Please note:  Every application unanswered within 15 days after deadline must be considered as desestimated.