Warehouse Management Assistant – Fixed-Term – G6 At World Food Program

A list of qualified candidates may be established at the end of this recruitment process with the aim of filling similar positions of the same grade or lower grade in all WFP offices in Madagascar.

WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified applicants to apply without regard to race, color, national origin, origin ethnic or social background, genetic information, sex, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

The United Nations World Food Program Madagascar (UN/PAM), as part of the implementation of its Country Strategic Plan, is seeking for the needs of its Field Office in Tulear the services of an Assistant to the warehouse management.

ABOUT WFP

The United Nations World Food Program is the largest humanitarian agency fighting world hunger. WFP’s mission is to help the world achieve Zero Hunger in our lifetime. Every day, WFP works around the world to ensure that no child goes to bed hungry and that the poorest and most vulnerable, especially women and children, can access the nutritious food they need.

WFP’S MANDATE AND INTERVENTIONS IN MADAGASCAR

In Madagascar, WFP supports the government’s efforts through an assistance strategy aimed at responding to the humanitarian emergency, strengthening the resilience of communities and supporting sustainable development efforts. In collaboration with State institutions, Non-Governmental Organizations (NGOs) and partners of the United Nations System, the WFP organizes monetary or in-kind transfers to meet the food needs of families affected by climatic hazards, provides school meals which promote access to education for girls and boys, supports the prevention and treatment of malnutrition, provides technical and financial support to groups of small agricultural producers to improve their production and their access to the market.

WFP also provides air transport service, providing humanitarian and development actors with safe, reliable and economical transport to other regions of Madagascar.

ORGANIZATIONAL CONTEXT

These positions are located in country offices, section offices or field offices. The incumbents report to a Logistics Manager. Incumbents at this level are expected to demonstrate responsibility and initiative to manage warehousing activities and respond independently to questions when they only have general guidance. They must use judgment to manage the unexpected on a daily basis. Incumbents have the know-how and knowledge to adapt standard operating procedures and processes or contribute to their development to continually improve the level of service. They are supposed to manage resources and support and coordinate warehouse staff

TASKS AND RESPONSIBILITIES

Under the direct supervision of the Field Office Logistics Officer, and under the general supervision of the Field Office Manager, the Warehouse Management Assistant will be responsible for the following tasks at the PAM Tulear office:

• Assume responsibility for effective planning and management of warehousing operations to ensure safe and efficient storage of all products and supplies.
• Participate in the review of warehousing standards and procedures defined by WFP to meet evolving efficiency and operational needs.
• Coordinate the receipt/dispatch of goods to ensure records, accounting entries and reports are accurate and available at all times to facilitate decision making.
• Take responsibility for the accuracy of data on warehousing operations, including the identification of anomalies, to provide timely and accurate reporting of commodity movements in accordance with WFP requirements.
• Assume responsibility for inventory management (physical stock verification, reporting, etc.) to ensure that existing or emerging issues regarding inventory management are addressed in a timely manner and that WFP standard procedures relating to handling and storage of products are strictly respected.
• Oversee the creation of ad hoc reports and statistics on warehousing operations or produce them directly, to support informed planning and decision-making.
• Oversee product protection by providing guidance and taking initiative in the application of preventive measures, to ensure that goods are kept in good condition and that quality control measures are undertaken correctly by following procedures established by WFP.
• Regularly review available warehouse space and design and implement new layouts to meet operational needs and ensure cost effectiveness.
• Work collaboratively with internal and external stakeholders to ensure harmonized and consistent warehousing services.
• Determine training needs and schedule training efficiently, so that all staff members have the knowledge and skills required to carry out their responsibilities.
• Supervise warehouse staff members to work efficiently.
• Carry out any other tasks within the framework of this operation deemed useful and entrusted by the WFP hierarchy.

ESSENTIAL ORGANIZATIONAL SKILLS

MRPP Thematic Skills

Skill

Description of expected conduct at required skill level

Motivation

Understand and communicate the Strategic Objectives

Support the team as effectively as possible to make the

Strategic objectives for WFP teams and partners in the field.

Be a force for positive change

Implements new methods or tools to improve work processes and team productivity.

Make WFP’s mission a source of inspiration for the team

Links the activities and tasks carried out by the team to the good results obtained in the beneficiary communities to show the impact of WFP’s action.

Make WFP’s mission known on a daily basis

Explains to team members how each unit contributes to WFP’s overall mission.

Human ressources

Look for ways to strengthen individual skills

Seeks opportunities for skill development, including through training modules or hands-on experiences, for self, colleagues and direct reports.

Create a culture of open-mindedness

Leads teamwork development activities with the aim of strengthening relationships within his unit.

Support and provide constructive feedback

Connects less experienced colleagues with team leaders.

Adopt and advocate a proactive attitude

Anticipates issues and develops mitigation plans to ensure the team achieves established goals and targets.

Performance

Encourage innovation and creative solutions

Seeks opportunities to be creative in your field of activity as well as ways to help team members be more innovative and rigorous in their respective tasks and areas of work.

Prioritize getting results

Monitors the team’s expected accomplishments and communicates observations so that expected results are achieved consistently and accurately.

Make commitments and stick to them

Provides clear direction to team members regarding their assigned tasks and responsibilities, while maintaining their own commitments to the team.

Know how to make decisions

Leads by example and provides guidance to less experienced team members in deciding when to escalate issues they are experiencing at their workplace or in the field. ground.

Partnership

Connect and make WFP units work together

Facilitates partnerships with other WFP units to carry out

field missions.

Building strong partnerships with external stakeholders

Leads by example and provides direction to the team on how to establish

relationships with external partners.

Demonstrate political flexibility and adaptability

Clearly communicates to colleagues or direct reports the value of contributions to other WFP teams and partnerships with other organizations to achieve WFP’s goals and objectives.

Explain the value that WFP brings to partnerships

Organizes, monitors and prioritizes the efforts he or she and the team make

to meet the needs of internal and external partners.

FUNCTIONAL SKILLS

Skill

Description of expected conduct at required skill level

Supply chain management and optimization

Demonstrates ability to design simple supply networks, including assessing and escalating challenges encountered, to ensure WFP is able to provide a consistent service

and uninterrupted to its beneficiaries and partners.

Planning, project management and resource management

Collects relevant technical data from various sources and analyzes it to forecast operational needs by considering different scenarios and make proposals based on factual data.

Information management and reporting

Liaises with internal and external stakeholders to synthesize preliminary data analyses, write reports and disseminate information that aligns with concerns and trends.

Market analysis, contract management and operational execution

Demonstrates ability to gather market information and process and analyze proposals in accordance with standard WFP rules and regulations to deliver assistance efficiently.

Warehouse and inventory management

Demonstrates ability to apply warehousing procedures and normative guidance to manage the WFP warehouse, manage inventory effectively using internal systems and limit losses.

Technical assistance and coordination

Demonstrates ability to provide simple technical advice and manage effective (inclusive, collaborative and unified) logistics coordination mechanisms with humanitarian partners and other parties

stakeholders concerned.

SUCCESS FACTORS

Orientation towards results, respect for deadlines, instructions and procedures, high level of integrity, analytical capacity of documents, ability to manage several sectors of intervention; ability to resolve the difficulties of development projects, ability to work independently, ability to supervise technical staff, spirit of initiative, maturity, ability to judge, tact, ability to negotiate and communicate orally and in writing, ability to work in a team, ability to establish good relationships with partners, ability to adapt to stressful working conditions, ability to carry out field missions.

MINIMUM QUALIFICATIONS REQUIRED

• Have at least 6 years of hands-on experience managing a logistics database and executing queries regarding current shipments, supplies, insurance claims and food inventory.
• Completion of secondary studies (Baccalaureate or equivalent). A post-secondary certificate in one of the supply chain fields is desirable

REQUIRED EXPERIENCES

• Experience managing a logistics database and performing queries regarding current shipments, supplies, insurance claims and food inventory.
• Experience administering contracts with third party service providers.
• Experience in establishing contractual documents.
• Experience in contract execution.
• Experience in monitoring and reporting on budgets.

OTHER SKILLS AND KNOWLEDGE

• Excellent written and oral communication in French with the ability to produce quality reports for the various WFP logistics activities.
• Having an advanced level of French (level C) is essential for the performance of your duties. An intermediate level of English (level B) is desirable.
• Proficiency with computer tools (MS Word, MS Excel, Internet, etc.) is essential.

Interested candidates are requested to submit their applications ONLINE ONLY

DEADLINE FOR SUBMISSION OF APPLICATIONS: MARCH 17, 2024

QUALIFIED FEMALE APPLICATIONS ARE STRONGLY ENCOURAGED

WFP has a zero-tolerance approach to behaviors such as fraud, sexual exploitation and abuse, sexual harassment, abuse of power and discrimination. All selected candidates will be expected to meet WFP standards of conduct and will therefore be subject to rigorous background checks internally or through third parties. Selected candidates will also be required to provide additional information as part of the verification exercise. Misrepresentation of information provided during the recruitment process may result in disqualification or dismissal.

WFP will not request payment at any stage of the recruitment process, including the offer stage.