Jobs at Medecins Sans Frontieres (MSF)

Main Purpose:

Executing the stock management activities (receipt, storage, and issuance to projects or other departments of medical supplies, food items, spare parts, tools, equipment and/ or other logistics materials), according to the line manager’s instructions and MSF standards and protocols, in order to ensure the overall functioning of MSF activities.

Other tasks include, but not limited to:

• Supervising materials and goods orders and dispatch in order to ensure its rational use.
• Receiving orders and deliveries, identifying and reporting potential discrepancies against cargo manifest or others. Stores materials in accordance with the system in force in order to ensure continuous availability.
• Updating and/or creating stock cards for all stock items immediately after reception of goods. Checking the received cold boxes and controlling the cold chain-monitoring card.
• Storing materials in accordance with the system in force in order to ensure continuous availability ensuring that all items are well organised and correctly stored, well protected, fully identified and easily accessible (cleanliness, security, access, etc.).
• Monitoring the store temperature and ensuring Cold Chain items are stored in an adequate temperature. Keeping a special control of “sensitive” goods: numbers of lots, expiry dates, packaging and special storage conditions
• Preparing orders on time before sending goods, and packs (according to transport means) weighs and labels freight with corresponding shipping number, destination, number of shipping units, way bill number, weight and mode of transport in accordance with the line manager’s instructions.
• In conjunction with the line manager, performing physical stock counts in accordance with the frequency previously defined. Following up stock levels with regards to alarms thresholds, stock out and expiry dates.
• Controlling warehouse limited access to authorized personnel and ensuring doors and other exits are secured. Immediately informing the line manager of any problems arising in the course of the work, particularly with regard to damage, loss, attempted break-ins or theft in the warehouse.
• Assisting the line manager with preparation of the stock reports. 
• Work closely with the Store Keeper1 & Store keeper assistant with the guidance of the Warehouse Manager during stock requests, stock counts and dispatch preparations.
• Ensure Unifield software has correct information of project stocks at all times.
• Perform all functions of UniField Warehouse Moduel under the direction and supervision of the Warehouse Manager.
• Perform any other duties and responsibilities which may be assigned by the Supervisor.

Requirements:

Education

• Essential: Degree/Diploma in Stores and Warehouse management/Logistics

Experience

• Essential: 3 years of previous experience as a storekeeper in a busy medical/pharmaceutical warehouse in an INGO
• Desirable: previous experience with MSF.

Language

• Essential: Fluent in English & Kiswahili.

Knowledge

• Essential: Basic mathematics and use of measuring equipment, computer literacy (word, excel, internet).
• Desirable: Proven experience with UniField Software.

Competencies

• Stress Management.
• Commitment to MSF Principles.
• Behavioral Flexibility.
• Service Orientation.
• Results & Quality Orientation.
• Teamwork & Cooperation.

go to method of application »

The DRECO is a full member of the operational Cell 5 based in Nairobi. S/he works closely with the Cell 5 members and Heads of Missions and Emergency Response Teams (ERT) in the missions. The DRECO reports hierarchically and functionally to the RECO.

MAIN RESPONSABILITIES

Applied security management

• Ensure the portfolio, projects and emergency interventions are aligned with MSF OCBA security policies, rules and guidelines.
• Lead all security -related processes delegated by the RECO.
• Sparring & contrasting with RECO on security strategies and their impact on the operation and on the practical security measures.
• Ensure the implementation of the security measures in the missions in appropriate time.
• Collaborate with the TELOCO (the cell’s Logistic Advisor) to ensure the logistics procedures and processes are in coherence with the Security Guidelines of the mission.
• Work closely with OCBA security advisors in planning and implementing the different security measures and keeping the security documents and records up to date.
• Act as the cell Focal Point for security training and simulations organization with the cell members and missions.

Support of emergency preparedness and response

• Collaborate with and give technical support to the teams in the field in all phases of emergencies (surveillance, preparation, design of project proposal, planning and budgeting, monitoring and evaluation, reporting, follow up and re- orientation, exiting and closure).
• Define and support the mission emergency response strategies and ensure its alignment with OCBA strategic orientations.
• Ensure key management tools are maintained and updated including security protocols and documents, regular sitreps and reports and budget follow up.

Supervise and support some departmental functions in the portfolio (preferably, logistics and financial functions)

• Provide the support to certain Cell’s Advisors in the following.
• During the planning seasons and throughout the planning cycle and interventions.
• Ensure that these certain departments’ activities are aligned with the cell operational ambitions and plans and with OCBA Operational orientations.
• In the follow up of the regular programs and emergency interventions, in addition to make sure the proposed projects components are coherent with the project’s objectives.
• Direct involvement in selecting the Advisors of the cell in case of new recruitments, conduct their evaluations and performance follow-up.

Operations management and support

• Contribute to the definition of MSF OCBA operational vision, strategies, and orientations.
• Contribute to analysing context and defining the strategy of missions within the portfolio.
• Participate in providing the operational input to define the strategies for the rest of the portfolio departments.
• Review and ensure quality of key documents, with adherence to agreed strategies, plans and processes, implementation of agreed decisions.
• Ensure monitoring and analysis of the missions’ reports (Annual and quarterly reports, Sitreps, etc) and other management information, organise discussions and feedback process in the portfolio and with the missions.
• Monitor implementation of management decisions and actions agreed within the portfolio, between the portfolio and missions and with other MSF entities and offices.
• Flag serious issues and that affect programme implementation and engage in proactive identification of practical solutions.
• Support the identification of appropriate technical support for programme implementation and work with relevant technical referents to ensure follow up on programmatic quality issues.
• Support the organisation of the portfolio annual planning and regular reviews and ensure the follow up of the major operation decisions.

Coordination and information management

• Coordinate the internal cell activities, manage, facilitate in organising the portfolio planning meetings and events.
• Ensure key operations monitoring information is collated and disseminated to the appropriate team members– contributing to the analysis and presentation.
• Ensure coordination of follow up to key operation/implementation issues, facilitating the timely delivery and follow up of required resources, information.
• Act as the portfolio focal person for projects and activities capitalization and evaluations.
• Carry out technical briefings and debriefings, involving technical referents when needed, and identify individual training needs.
• Work closely with other MSF OCBA departments and units (evaluations, fundraising, PCA, etc.) and take responsibility of some transversal dossiers as required.
• Replace the RECO when required.
• Assumed additional responsibilities as delegated by the RECO.

SELECTION CRITERIA

• Previous experience in humanitarian settings, with minimum of 3 years of operations management with MSF (field coordinator or higher) in contexts of conflicts and humanitarian emergencies.
• Demonstrable experience in resource (HR, Finance, Logistics) mobilization and management, including budget monitoring and reporting.
• Proven experience in security management, including developing/reviewing security guidelines.
• Strong analytical and advisory skills, with basic understanding of medical data and epidemiological analysis.
• Ability to translate complex contexts and summarize the core elements into analysis with clear conclusions and recommendations.
• Experience of implementing continuous improvement or knowledge management initiatives in a large organization is strongly recommended.
• Fluency in English is essential and a second working language (preferably Spanish, French, or Portuguese) is strongly recommended.
• Advanced knowledge of Windows setting as a user (mainly Word and Excel), and new IT.
• Ability to travel, often at short notice, and occasionally to remote and insecure locations.