WAREHOUSE SUPERVISOR

Médecins Sans Frontières (MSF) is an international, independent, non-profit medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, pandemics, natural disasters, and exclusion from healthcare. MSF started working in Yemen since 1986 and have been present in the country continuously since 2007. Today, MSF works in 23 hospitals across the country, and provides support to more than 17 health facilities across 13 governorates, in line with our principles of independence, impartiality and neutrality. For more information, visit our Arabic website, www.msf-me.org

Médecins Sans Frontières Belgium in Yemen mission is looking for Yemeni nationals to recruit for the Warehouse Supervisor position:

Location: Mocha Project 
Contract Duration – 1 year, renewable.
Contract type: Fixed – Term 
Reporting to: Supply Manager

MAIN PURPOSE

Planning and supervising the execution of the Medical & Logistic Warehouse and Stock Management activities in Mocha project according to MSF protocols and standards in order to ensure the optimal functioning of the mission.

Accountabilities

• Planning and supervising on a day-to-day basis the Warehouse and Stock Management activities in Mocha project, ensuring compliance of MSF standards, protocols and procedures. These activities include but are not limited to the following:   
• Physically and administratively managing medical and non-medical stocks in conjunction with the supply officer and the stock owners and assuming responsibility for the warehouse and its contents.
• Ensuring that all necessary tools and management procedures are in place in order to avoid stock ruptures, losses (expiries, damages due to bad storage conditions, temperature breach) and excess stocks. Regularly checking inventory levels (physical counts), keeping inventories up to date and monitoring consumption.
• Checking, recording and arranging the goods received and ensuring the availability of a wide range of items for various projects and departments (medical supplies, food, spare parts, tools, equipment, etc.)
• Ensuring that all items are well organized and correctly stored according to their specificity, well protected, fully identified and easily accessible (cleanliness, security, access, etc.)
• Supervising the team under his/her responsibility including the definition and planning of each person's tasks (daily supervision and checking the quality of their work); drawing up working schedule and organizing and leading team meetings.
• Supervising, in close coordination with the HR department, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under his/her responsibility in order to ensure both the sizing and the amount of knowledge required.
• Performing delegated tasks according to his her speciality and as specified in his/her job description.

MSF Section/Context Specific Accountabilities

• Ensure that priorities for the warehouse are kept and the work is efficiently planned according to MSF procedures.
• Ensure proper organization, cleanliness, safety, and security of warehouse premises in compliance with MSF standards.
• Ensure correct storage conditions for medical and non-medical items, including cold chain, sensitive (DGR) and high-value goods.
• Ensure stock rotation (FEFO/FIFO) and prevent losses due to expiry, damage, or poor storage conditions.
• Ensure items are properly labeled and stored according to MSF procedures.
• Inventory schedule is maintained according to the project chronogram.
• Temperature control and follow-up is maintained at all times.
• Ensure warehouse access is controlled and complies with MSF safety rules.

Incoming freight management:

• Organize and supervise the reception of incoming freight, ensuring quantities, quality, and documentation are checked against delivery notes and waybills in a precise and timely manner.
• Ensure discrepancies, damages, temperature breaches, or missing documentation are identified, reported, and followed up promptly.
• Ensure receptions are properly recorded and encoded in Unifield in a timely manner.
• Coordinate with supply coordination team regarding expected arrivals and or delays.
• Freight Manifest and Waybill are signed, archived and correctly sent to the Supply team in coordination.

Orders / deliveries / dispatches:

• Plan and supervise preparations and dispatch of goods to support Mocha hospital, health centers and departments according to validated requests.
• Ensure orders are prepared in a timely manner, and properly documented, ensuring full traceability.
• Coordinate with transport and logistics teams to prioritize deliveries according to operational and medical needs.
• Ensure deliveries are correctly encoded in Unifield.

Archiving:

• Ensure proper filing and archiving of warehouse documentation (waybill, freight manifest, stock cards, delivery order out, incoming shipment, donation/loan certificate… ) in line with MSF procedures.

Reporting: 

• Ensure regular and accurate stock reporting, including inventory updates, consumption tracking, and stock level reports.
• Medical Monthly Stock report is done on time (every beginning of the month)
• An action plan is made after the inventory report and followed up closely.
• Report alerts and risks (ruptures, pre ruptures, overstock, expiries, losses) in a timely manner to the stock owners.
• Support internal and external audits and evaluations by providing accurate warehouse data and documentation.

Supervision & Management:

• Supervise storekeepers, ensuring clear task allocation, daily supervision, and quality control of work performed.
• Develop staff capacity through on-the-job training, coaching, and induction, in coordination with HR.
• Participate in HR processes for warehouse staff (evaluation, leave planning…).
• Organize work schedules to ensure adequate coverage during routine operations and emergencies.
• Organising daily workers for the warehouse activities in a timely manner and according to HR procedures.
• Promote a respectful, accountable, and safe working environment in line with MSF values.

Data management:

• Ensure data encoded in Unifield is correct and regularly updated as per the activity, especially related to receptions, deliveries, stock level.
• Use the same mindset for any other data reported (monthly stock report, temperature, daily workers hours…)
• Provide adapted knowledge and tools in data management, especially data quality to his/her team: onboarding, UDQ, Extranet …

Performing any other tasks within the scope of his role, as directed by supervision and according to the needs of the mission.

Requirements 

Education    

• Secondary education.
• Desirable warehouse management related studies

Experience    

• Experience as a Warehouse Manager and/or experience in MSF Logistics/Supply department.

Languages:

• English and Arabic (Essential)

Knowledge    

Computer:

• - Proficiency in Word and Excel (intermediate level – able to use Excel formulas like Vlookup, pivot table… and perform simple data analysis)
• - Experience with an ERP desired (Unifield)
• - Ability to use SharePoint to organize and share documents.

Skills    

• - Stress and priority management
• - Adherence to MSF principles
• - Flexibility
• - Teamwork and cooperation
• - Results and quality orientation
• - Attitude: attention to detail, service-oriented, clear, and effective communication