Warehouse Referent at Medecins Sans Frontieres (MSF)

Warehouse Referent

Designing, coordinating and guaranteeing the implementation of a responsive, agile and efficient warehousing activity that has the ability to meet the changing needs of MSF Supply Kenya. Defining standards, policies and strategies according to MSF Supply protocols in order to ensure an optimal running of MSF Supply Kenya warehousing operations. The selected candidate will report to the General Manager for daily supervision.

Tasks & Responsibilities

Responsibility related to the structural storage strategy

• Is responsible to guarantee optimal flow and organization across three warehouses (approx. 2,800 m²), including designing or redesigning racking layouts based on operational needs.
• Is responsible for defining the storage volume needed, providing analysis justifying the proposal and/or investment (new warehouse, new layout, new machinery…)
• Is responsible, under the guidance from MSF Supply Kenya responsible pharmacist and with the support of MSF Supply Warehouse Coordinator, to ensure Occupational Safety and Health and Goods Storage & Distribution Practices compliance of the warehouses.
• Ensure, in collaboration with the Base Logistician, that the maintenance plan for the warehouse facilities is followed and updated when needed.
• Is responsible for defining the safety and security measure for the warehouses, with the support of the Warehouse Coordinator of MSF Supply and the General Manager of MSF Supply Kenya.

Responsibility related to resources needed to implement the strategy

• Propose the budget necessary for the warehousing activities (investment, maintenance, consumables, HR).
• Is responsible for the efficient use of the agreed budget by Board of MSF Supply.
• Is responsible for the supervision of 5 warehouse members, evaluating the needs for casual workers – proposing revision of the set-up, recruiting, when necessary, to optimize the workload of the team.
• Ensure technical support and building the capacity of the warehouse staff, providing coaching/training to them.
• Is responsible to define the machinery to be used within the warehouse (forklift, reach-truck…).
• Lead and support organizational change initiatives related to warehouse processes, digitalization, and continuous improvement, supporting staff to transition smoothly without disrupting operations.

Responsibility related to processes & tools necessary to optimize our resources

• Is responsible for physical and administrative management (Standard Operating Procedure, Wok Instruction) of the products inside the warehouse following MSF Supply standard in conjunction with Quality Department.
• Ensure that all quality system tools (Deviation, Corrective Action – Preventive Action, change control) are actively and timely used by the warehouse team.
• Contribute, in collaboration with the Warehouse Coordinator of MSF Supply, to the definition of the Warehouse Management System (WMS) to be used in MSF Supply Kenya – presenting the elements to be considered in the overall decision.
• Lead the necessary updates/improvements required for an optimization of the WMS in Kenya.
• Define, in collaboration with Brussels team, the parameters to be used in Kenya (transfer level, picking route…).

Responsibility as a member of the Leadership team

• Actively contribute to interoperability and alignment with MSF Supply’s strategic direction.
• Promote and represent MSF Supply Kenya’s values (Collaboration, respect, equity, integrity, commitment, and flexibility), acting by example by planning, communicating and being results focus.
• Analyse monthly/quarterly warehouse data, identify and anticipate potential issues, and propose solutions.
• Ensure warehouse strategies are aligned with other MSF Supply Kenya departments to guarantee optimal operational conditions.

Responsibility related to operational activity

• Is responsible to allocate the resources when the activities are happening in several sites.
• Support the Warehouse Supervisor to plan daily activities in MSF Supply Kenya warehouses considering operational priorities provided by Operations (Picking, Offloading, Loading).
• Monitor the implementation of the daily activities, following up of the medical and logistics stocks, ensuring compliance with MSF Supply standards, protocols, and procedures, and reporting to the right person in case of any deviation.

Qualifications & Requirements

• Education: Diploma in Supply Chain Management or related field plus 10 years' experience in Warehouse Management, or Degree/Masters in Supply Chain Management or related field with 5 years' experience in Warehouse Management.

Experience:

• Desirable: 10 years’ experience in Warehouse Management.
• At least 3 years of experience in team management.
• Desirable pharmaceutical product management experience.
• Experience in designing warehouse layout is a plus.
• Skills/ Competences: diplomacy, culturally sensitive, patience, proactive, flexible, attentive to details, organized; computer literate.
• Strengths required: Excellent communication & reporting skills. Strong initiative and a team player.
• Language: Proficiency in written and oral English & Swahili.