Job Description
Vacancy title: Warehouse Manager
Jobs at Marie Stopes
JOB DETAILS:
Reporting to: Head Procurement & Logistics
The Role
Reporting to the Head Procurement & Logistics, the purpose of this role is
to advance compliance and value for money through appropriate management of all
storage facilities and stock management processes required by MS Uganda. S/he
will implement best practices in warehouse management that reflects donor
requirements and MS global standards.
The Warehouse Manager will use data to analyse performance, raise key issues,
and monitor performance to ensure delivery of measurable results and
demonstrate strong fiscal management of donor resources..
Key Responsibilities
Effective Implementation of Ware house policies and procedures
• Ensure the effective implementation of the MS Uganda Warehouse Manual,
including all policies and procedures
• Ensure the correct and consistent use of stock cards to manage all
contraceptive commodities, pharmaceuticals, medical consumables, promotional
materials, and training material stored at the MS Uganda warehouse.
• Advise Senior Managers of any damage or suspected quality issues with stock
delivered to or within the warehouse.
• Supervise the integration of an electronic stock-management and inventory
flow system for the warehouse.
• Ensure warehouse policies are effectively implemented at all regional stores
across MS Uganda.
Proper documentation, storage & release of goods and maintenance of the
ware house
• Ensure proper storage of all items in warehouse (including storage conditions
and adhering to principles of first in-first out).
• Ensure appropriate documentation of all deliveries from supplies (including
all goods received notes).
• Ensure the properly loading and release documentation for all goods leaving
the warehouse.
• Ensure all warehouse registrations are current and up to date. Ensure timely
and correct implementation of all processes required to ensure all required
registrations are valid and current.
• Appropriate filing and documentation of all relevant transactions, deliveries
or releases, as well as other documentation as required.
• Coordinate with NMS, JMS and other warehouse suppliers to ensure scheduled
delivers are received on time.
• Ensure the warehouse meets hygiene standards at all times.
• Keep a record of all assets stored in the warehouse and those due for
disposal.
• Monitor implementation of the inflow system in the ware house
• Monitor internal controls / SOPs for the warehouse and ensure that they are
adhered to.
• Propose a comprehensive report template for all items in the ware house,
comprising of all stock and assets
• Review monthly stock reports and ensure that appropriate action is taken for
expiries, over and under stocks
Effective reporting
• Prepare and share, weekly, monthly, quarterly and annual reports with the
relevant stake holders regarding stock levels, quality, conditions, and other
agreed information to ensure effective management of warehouse activities and
stock management.
Leadership of a team providing warehouse support
• Clear and inspirational leadership to create a mutually supportive, motivated
and trusted team developing individual and collective strengths while
understanding the limits of their respective authority areas
• Day to day management and supervision for excellent planning and accountability
across the team and with external teams
• Clear plans communicated internally and externally to all MS Uganda teams
• Individual performance management to nurture skills and address weakness
• Carry out regular performance reviews for line reports.
Experience
• Demonstrated experience in warehouse management in a donor funded setting
with pharmaceuticals.
• Excellent knowledge of risk management in the area of warehousing.
• Knowledge of USAID procurement and donor funded commodity compliance essential.
• Ability to multi-task and problem solve.
• Excellent IT skills to realise efficiencies and use data for analytical
purposes.
• Excellent interpersonal skills with the ability to build effective working
relationships at all levels.
• Excellent oral and written communication skills.
• Ability to plan, prioritise and organise self and others.
• Ability to work autonomously.
Qualifications and Training (essential/ desirable)
• A Bachelor’s Degree in Supply Chain Management, Business Administration,
Commerce, Economics, or related field.
• At least 5 years of progressively responsible experience in warehouse
management.
• CIPS certification is desirable.
• Qualification in pharmaceutical supply management is an advantage.
• Proficient in the use of computer applications and systems.
• Fluency in both verbal and written English is essential.
Personal Attributes
Successful performance at MS is not simply defined in terms of ‘what’ people
achieve, but equally is about ‘how’ people go about their jobs and the impact
that they have on others. We encourage and expect all team members will
demonstrate the following behaviours:
• Initiative
Thinking ahead and taking action to make the most of opportunities by finding
the optimum solution
• Innovative
Thinking creatively and outside of the box so that ideas generated create a
positive outcome
• Effective Communication
Communicating through active listening and good questioning techniques, using
appropriate body language, ensuring information is clear and concise.
• Responsive
Being responsive to changing priorities and demands
• Working Efficiently
Planning, prioritising and organising work to ensure work is accurate and
deadlines are met
• Sharing Information
Sharing information and knowledge whilst maintaining confidentiality
• Focus on Learning
Taking responsibility for keeping knowledge and skills updated and for seeking
opportunities to develop further
• Commitment
Awareness and understanding of goals, vision and values and how your role
impacts on this and going the extra mile to meet role requirements
• Driven
Drive and determination to deliver results
• Accountable
Taking responsibility for appropriate decisions that you make, and the actions
and behaviour you demonstrate
• Embracing Change
Openness to embracing change within the organisation and being able to adjust
plans/activities accordingly
• Motivated
Motivation towards achieving quality results to maximize potential
• Team Player
Working as part of a team by being supportive, flexible and showing respect for
each other.
Job Experience: At least 5 years
Job application procedure
You are encouraged to apply for the above positions provided you meet the
specified minimum job requirements.
For more details, please refer to the attached job descriptions.
To apply for the positions, Please visit the careers page on our website www.mariestopes.or.ug to submit
your application.
The deadline for applications is Thursday, 21st October 2020.
NB: 1. MSUG IS AN EQUAL OPPORTUNITIES EMPLOYER, COMMITTED TO SAFEGUARDING
HUMANITY AND EXPECTS ALL POSITION HOLDERS TO SHARE THIS COMMITMENT.
2. MSUG HAS A WELL GUIDED AND TRANSPARENT RECRUITMENT PROCESS THAT REQUIRES NO
PAYMENT FROM ANY CANDIDATE/JOB APPLICANTS/POTENTIAL JOB SEEKERS AS A
PRE-EMPLOYMENT REQUIREMENT.