Warehouse Management Associate, Gambella, Ethiopia

Organization: WFP - World Food Programme

Country: Ethiopia

Field location: Gambella, Ethiopia

Office: WFP in Gambella

Grade: G-6

Closing date: Sunday, 23 May 2021

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WFP seeks candidates of the highest integrity and professionalism who share our humanitarian principles.

Selection of staff is made on a competitive basis, and we are committed to promoting diversity and gender balance.

ABOUT WFP

The United Nations World Food Programme is the world’s largest humanitarian agency fighting hunger worldwide. The mission of WFP is to help the world

achieve Zero Hunger in our lifetimes. Every day, WFP works worldwide to ensure that no child goes to bed hungry and that the poorest and most vulnerable, particularly women and children, can access the nutritious food they need.

ORGANIZATIONAL CONTEXT

These jobs are found in Gambella Sub office. Job holders report to the National Logistics Officer of the sub office with the support of the Head of Logstics.

At this level job holders are expected to demonstrate responsibility and initiative to manage warehouse activities and respond independently to queries with only general guidance. There is a requirement to use judgment in dealing with unforeseen problems on a daily basis. Job holders have a level of expertise and knowledge to adapt and contribute to the development of standard operating procedures and processes in order to continually improve the level of service. They are expected to manage resources and coach and coordinate a team of warehouse staff.

JOB PURPOSE

To manage a range of warehouse activities including safeguarding of commodities and supplies, and ensuring well-organized warehousing and storage service in compliance with WFP warehouse guidelines.

BACKGROUND

The operations of WFP Gambella Sub Office provide food and nutrition assistance to South Sudanese refugees in all the Gambella and Pugnido refugee camps and the Pagak Transit center.

It also provides food support under its resilience program to selected communities in Woredas adjacent the refugee camps, as well as school meals to schools in the refugee camps through agreements with Cooperating Partners to implement the programs in the refugee camps.

General food assistance (GFD) is provided to every UNHCR registered refugee or Person of Concern (PoC) in the camps and within host community settlements (Akula for example) by ARRA under a tripartite WFP/ARRA/UNHCR agreement, while nutrition assistance is provided by NGOs in each of the camps (AAH - Nguenyyiel, Pagak Transit Center and Pugnido I; IMC in Jewi camp; GOAL in Kule, Tierkidi and Akula camps; Concern Worldwide in Pugnido II camp, and ASDEPO in Okugu camp). School meals are implemented by ARRA and Plan International Ethiopia (PIE).

To ensure smooth Sub office operations, there is need for constant movement of food commodities between Nazareth and Gambella or directly to the camps, and between Gambella and the refugee camps.

Good planning, foresight, effective and timely communication and good initiatives are required from the Warehouse Manager to consistently achieve this, especially in this era of resourcing and Supply Chain challenges. The SO warehousing management is done in this context, and requires high levels of performance by this position.

KEY ACCOUNTABILITIES (not all-inclusive)

Responsible for the effective planning and management of warehouse operations, to ensure safe and efficient warehousing and storage of all commodities and supplies.

Contribute to review of WFP corporate warehouse standards and procedures, to support efficiency and changing business needs.

Coordinate the receipt/dispatch of commodities, to ensure accurate recording, accounting and reporting is available at all times to support decision-making.

Responsible for the accuracy of warehouse transaction records including identification of discrepancies, to ensure immediate and accurate reporting on commodity movements in line with the corporate requirements.

Responsible for inventory management (e.g. physical stock verification, reporting, etc.), to ensure any existing and developing issues with regards to proper stocks management are timely addressed and WFP standard procedures for commodity handling and storage are strictly followed.

Supervise the preparation and/or prepare regular and ad hoc reports and statistics on warehouse operations, to support informed planning and decision-making.

Oversee safeguarding of commodities through providing guidance on and taking initiative towards implementation of preventive measures, to ensure that commodities are preserved in good condition and that quality control actions are initiated as appropriate following WFP established procedures.

Review on periodic basis warehouse space availability, plan and implement new design layouts to support business needs and ensure cost-efficiency.

Work in collaboration with internal and external stakeholders, in order to deliver aligned and coherent warehouse services.

Identify training needs and efficiently plan training, to ensure that all staff (storekeepers and Tallys) have the required knowledge and skills to carry out their responsibilities.

Periodically pay visits to the refugee camps to inspect CPs‘ storage facilities (ARRA, Nutrition, and School Feeding partners), provide on-the-spot training to partners‘ camp storekeepers, organize formal training for them, identify CPs‘ storage augmentation needs, and ensure warehouse staff participation in monthly PI exercise in the camps.

Directly supervise Tallys, Store keeps, and other warehouse staff, to ensure high-performance standards.

Perform other duties as required

OTHER SPECIFIC JOB REQUIREMENTS

Assist the Sub Office Head of Supply Chain and the National Logistics Officer as needed

Assist with Sub Office Logistics operations reporting as needed

STANDARD MINIMUM QUALIFICATIONS

Education: A University Degree with a focus in Logistics and Supply Chain or any other related field.

Experience: Five or more years of progressive responsibility working experience in the relative business stream out of which two years in Supply Chain operations and/or experience working on humanitarian or development context in the warehouse management will have an added value.

Language: Fluency in both oral and written communication in English. Knowledge of the local language is an added advantage.

DESIRED EXPERIENCES FOR ENTRY INTO THE ROLE

Experience maintaining a logistics database and running queries on ongoing shipments, pipeline information, insurance claims, and food stock.

Experience in administering third party service providers‘ contracts.

Experience in compiling contract documentation.

Experience in contract execution.

Experience in budget monitoring and reporting.

4Ps CORE ORGANISATIONAL CAPABILITIES

Purpose

Understand and communicate the Strategic Objectives: Coaches team in the most effective ways to communicate WFP’s Strategic Objectives to WFP team and partners in the field.

Be a force for positive change: Implements new methods or tools to improve team’s work processes and productivity.

Make the mission inspiring to our team: Maps team’s activities and tasks to specific successes in beneficiary communities to showcase positive impact.

Make our mission visible in everyday actions: Explains to teammates how each unit contributes to the overall WFP mission.

People

Look for ways to strengthen people’s skills: Identifies skill development opportunities such as training modules or on-the-job experiences for self, colleagues and direct reports.

Create an inclusive culture: Facilitates team building activities to build rapport in own unit.

Be a coach & provide constructive feedback: Facilitates the pairing of junior colleagues with coaches within own team.

Create an ‚I will‘/‘We will‘ spirit: Proactively anticipates potential challenges and develops mitigation plans to ensure that team meets goals and targets.

Performance

Encourage innovation & creative solutions: Identifies opportunities to be creative in own work and to help team be more innovative and accurate in their respective tasks and areas of work.

Focus on getting results: Monitors team’s deliverables and provides feedback to ensure outcomes are delivered consistently and accurately.

Make commitments and make good on commitments: Provides accurate guidance to team on expected responsibilities and tasks, whilst also upholding own commitment to the team.

Be Decisive: Sets an example and provides guidance to junior team members on when to escalate issues when faced with challenging issues in the workplace or in the field.

Partnership

Connect and share across WFP units: Facilitates partnerships with other WFP units to accomplish missions in the field.

Build strong external partnerships: Sets an example and provides guidance to team on how to build relationships with external partners.

Be politically agile & adaptable: Articulates to colleagues or direct reports the value of contributing to other WFP teams and agency partnerships in fulfilling WFP’s goals and objectives.

Be clear about the value WFP brings to partnerships: Organizes, monitors, and prioritizes own and team’s efforts to ensure that they will fulfill the needs of internal and external partners.

FUNCTIONAL CAPABILITIES

Capability Name

Description of the behaviour expected for the proficiency level

Supply Chain Management and Optimization

Demonstrates ability to design basic supply chain networks, including appropriately assessing and escalating challenges to ensure that WFP is able to provide consistent and uninterrupted service to its beneficiaries and partners.

Planning, Project & Resource Mgmt

Collects and analyses relevant technical data from diverse sources to forecast operational needs under various scenarios and makes evidence-based proposals.

Information Management & Reporting

Liaises with internal and external stakeholders to consolidate preliminary data analysis, draft reports and disseminate information that represents concerns and trends.

Market Analysis, Contracting and Operational Execution

Demonstrates ability to collect market information and process and analyse proposals in line with WFP standard rules and regulations in order to deliver efficiently.

Warehouse and Inventory Management

Demonstrates ability to implement operational warehouse procedures and normative guidance in order to manage WFP’s warehouse, handle inventory effectively through corporate systems, and ensure loss mitigation.

Technical Assistance and Coordination

Demonstrates abilities to provide basic technical advice and maintain effective (inclusive, collaborative, unified) logistics coordination mechanisms with humanitarian partners and other relevant stakeholders.

DEADLINE FOR APPLICATIONS

23 MAY 2021

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Female applicants and qualified applicants from developing countries are especially encouraged to apply

WFP has zero tolerance for discrimination and does not discriminate on the basis of HIV/AIDS status.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.

Link to the organization’s job offer: https://unjobs.org/vacancies/1620321226259