Warehouse Officer

About the organization: 

International Medical Corps is a global, humanitarian, non-profit organization dedicated to saving lives and relieving suffering through health care training and relief and development programs. Established in 1984 by volunteer doctors and nurses, International Medical Corps is a private, voluntary, non-political, non-sectarian organization. Its mission is to improve the quality of life through health interventions and related activities that build local capacity in underserved communities worldwide. By offering training and health care to local populations and medical assistance to people at highest risk, and with the flexibility to respond rapidly to emergency situations, International Medical Corps rehabilitates devastated health care systems and helps bring them back to self-reliance.

 POSITION: Officer, Warehouse

LOCATION: Lviv

JOB SUMMARY

This position will support International Medical Corps emergency response in Ukraine. 

The Officer, Warehouse is supporting Warehouse Manager or Warehouse Supervisor in accounting 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 Officer, Warehouse is member of warehouse support team and reports to Warehouse Manager, or Warehouse Supervisor, 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

 Officer, Warehouse is responsible for supporting supervisor in:

• 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. 
• Ensuring all commodities are stored in their respective storage/warehouse and accountable for quantity and preserving good condition of items during storage. 
• Ensuring appropriate storage conditions 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 the program, report against the 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.
• 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.
• Regular Stock Report updates.
• Safe warehouse operations. 
• Maintenance of relevant handling equipment and availability of packing materials, cleaning materials, and protective equipment and supplies…
• Supervising any assigned staff, volunteers, and casual labor working in the warehouse, as well as visitors. Set performance objectives for staff under supervision and monitor performance.
• Reception of goods physical count (preparation of GRN) and Quantity Control processing with management assigned staff.
• Quality Control, where assigned in absence of technical staff.
• Ensuring the proper stacking and organizing of stocks and optimizing the use of warehouse indoor/outdoor space.
• Quality control over kitting/de-kitting/reconditioning/reconstituting operations.
• Release of goods in line with approved Goods Issue Orders (GIOs). Support inventory dispatch tracking by documenting all dispatches from stock.
• Ensuring that the items in the warehouse and outgoing dispatches are appropriately packed and thus reducing the risk of damage during handling and transportation.
• Liaising 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 the loading of commodities and documenting cargo handover to transporter/recipient.
• Performing stocks checks and control counts, verification of any impact on items quality/end-use suitability.
• Participating in warehouse cleaning, disinfecting, and making sure it is kept dry, well-organized and pest/rodents free, etc.
• Performs other activities related to warehouse operations as indicated in the IMC Warehouse Manual or tasked by supervisor.

Staff Capacity building and Performance Management, Learning & Development:

• Manages and supports any supervised staff or temporary labor at the warehouse.

• Inducts, coaches, trains, supervises direct-report staff (if any) and peers.

• Supports training plans implementation for warehouse staff as appropriate. 

• Maintains open and professional relations with team members, promoting a strong team spirit.

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 regulations.

• Supports implementation of required control mechanisms over stock management business processes compliance.

• Maintains accurate filing systems, with documented and auditable records of warehouse transactions and stock reports. 

• Supports timely submission or availability of mandatory reports to the country management team, in line with IMC policies and procedures.

• Supports implementation of corrective measures identified as a 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 solutions for stock management.

• Use software solutions in a consistent and accurate manner.

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 adhere to those standards.

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's 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. Staff is also responsible for preventing violations of 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.

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.

MINIMUM QUALIFICATIONS

Essential 

• Degree in Logistics, Supply Chain Management, or 2 years of related experience.
• Good interpersonal and team skills.
• Commitment to and understanding of IMC’s aims, values and principles.

Competency 

• Knowledge of MS Office including MS Word, Excel and Outlook.
• Ability to work in a participatory manner.
• Ability to integrate and work well within multi-ethnic and multicultural teams. 
• Ability to work in harsh conditions, often in remote areas, 

 Desirable 

• Relevant qualifications or training courses.
• Experience in medical commodities and cold chain management.
• Fluency in written and spoken English.

If you are interested in this position, please apply as soon as possible. Applications will be reviewed on a rolling basis. Only short-listed candidates will be contacted for the interview.