Consultant-Warehouse Manager


Location : Bissau, GUINEA-BISSAU
Application Deadline :26-Feb-18 (Midnight New York, USA)
Type of Contract :Individual Contract
Post Level :International Consultant
Languages Required :
English   French   Portuguese
Duration of Initial Contract :396 days
Expected Duration of Assignment :1 Year 9 month

Background

Capacity Building statement:

The Long Term Technical Assistance (LTTA) provider will ensure the transfer of full functionality to the new warehouse and systems and daily operations training to the new Warehouse Management as well as further skills’ transfer to the local warehouse staff, permitting successful adaptation to the new environment and to the continually expanding warehousing and distribution needs.

Summary

CECOME’s activities are constantly increasing and cover multiple programs (GF Malaria Grant, GF TB Grant, GF HIV Grant, Ministry of Health Essential Drugs Program, WHO and partners pre-positioning for Ebola, UNICEF, UNFPA and EU Commodities). It is clear that CECOME needs to adapt its modest system structure to handle a more complex and sophisticated system and thrive to become a warehousing facility up to internationally recognized standards.?

The acquisition of a warehouse-in-a-box (WIB) at the end of 2017 adds another dimension for such consultancy’s required skills in activities such as contribution to architectural drawings and design, supervision on behalf of UNDP of installation, commissioning and transfer of commodities to the new building.

The 2017 TA ensured a full diagnosis of the existing ERP and the selection of a new warehouse management information system (MACS) Current management did not benefit from the existing system that was rendered inoperable and CECOME staying with a fully manual system with all the caveats and risks to product management that this entails. It is strongly recommended to continue the training and skill transfer of the CECOME warehouse staff on the new system and its multiple functions.?

As the only public “Centrale” in Guinea-Bissau, CECOME requires a fully functioning and rather sophisticated WMIS system for the proper management of its day-to-day operations. With the renewal of the GF grants and other public health interventions as well as the acquisition of a new warehouse, CECOME could benefit from a full time support and additional warehousing management expertise of its warehousing and systems functions through software and operations review as well as further skills transfer to permit warehouse staff to do their jobs most efficiently.


Duties and Responsibilities

General responsabilities:

  • Oversee all warehousing functions and ensure full adherence to SOPs, work instructions and workflow at all times
  • Oversee the design, construction and commissioning of new warehouse. Conduct full transfer of products to new warehouse with least disruption to ongoing activities
  • Supervise configuration and installation of new Warehouse Management system/MACS components and their full functionality
  • Design and actively participate in distribution strategy and plans
  • Prepare and conduct all required trainings
  • Improve overall performance within the warehouse.

Specific responsabilities:

To Manage the day-to-day operations of the warehouse:

  • Conduct baseline stock inventory of warehouse
  • Ensure the proper receipt and storage of all received commodities
  • Ensure the prompt entry of all orders
  • Ensure the correct picking, packing and distribution of orders
  • Identify and segregating expired product for? disposal
  • Identify current and potential product shortages
  • Identify and implementing process changes as required to ensure more efficient operations of the warehouse
  • Promptly inform the management of any issues which have? an adverse impact on warehouse operations
  • Regularly review progress made in the process for product recognition (product ID and other partner coding systems) within the supply chain system, with emphasis on identification of a specific item and its owner in the warehouse. ?

To provide formal and hands-on training in all warehousing functions to the new CECOME management team and all other staff:

To develop a training curriculum, training materials and conduct training according to established schedule for the following staff on the required SOPs:

  • CECOME Management;
  • Senior technical team;
  • Warehouse team leaders;
  • Warehouse staff;
  • Logisticians;'
  • Review and evaluate uptake of training provided.
  • Provide refresher training to warehouse staff and provide basic training to other technical staff at central and regional levels as needed.

To provide formal and hands-on training in all required ERP (MACS/ current WMS system) functionalities to the new CECOME management team and all other concerned staff:

  • Sign off on configuration and installation of all hardware and software components of the ERP and its full functionality in this specific environment
  • Establish access rights for all staff and recommend / update according to new management hierarchy and stock security procedures in place.
  • Design all required reports and update per stakeholders requirements, mainly stock movement, stock locations, stock value, etc.
  • Ensure proper implementation of all relevant functions of the newly acquired warehouse Management system

Develop a training curriculum, training materials and conduct training for the following staff on the required Macs functions:

  • CECOME Management;
  • Senior technical team;
  • Warehouse team leaders;
  • Warehouse staff;
  • Logisticians;
  • Others per stakeholders requests.
  • If possible, identify and train at least two super users on the use of Macs Warehouse Management system day-to-day functions (including report development)

To implement the new operational practices as appropriate and make any new amendments, practices and SOPs that are necessary both to the management needs and to providing the required data for the multiple stakeholders:

  • Review “receiving” SOP to include systematic weight and volume data on all products to assist in linking order deliveries and distribution.

To create and implement the following teams to improve the warehouse operations:

  • Good receipt teams;
  • Stock control and picking teams;
  • Dispatch checkers.

To complete the following physical changes required to improve the warehouse operations at current location:

Print all missing rack labels to reflect current layout;

Evaluate and implement pick face requirements for all products;

Routine empty slot verification;

Move slow moving items to far end of racking;

Move fast moving items closer to packing and checking areas;

Any other improvement that is identified.

  • In collaboration with management stakeholders and partners identify reporting requirements and develop additional automated reports as required;
  • Develop procedures for proper maintenance and backup of the newly acquired Warehouse Management system and database?
  • Train potential IT staff to conduct routine maintenance and backup procedures;
  • Any other tasks identified in the course of the TA.

To supervise installation and commissioning of the new warehouse-in-a-box:

  • Participate actively in the design and approval of building and installation plans of the new warehouse and provide technical expertise to UNDP for decision making;
  • Along with the selected engineering partner, supervise all operational aspects of the base construction, assembly and installation of the WIB;
  • Identify all required equipment and handling material to ensure functionality according to international standards. Provide assistance to the procurement team in acquiring said products upon request;
  • Design and implement the commissioning plan for the new warehouse as well as the transition of products to the new location. Ensure that international regulations, standards and codes of practice are applied at all times;
  • Participate in all verifications and inspections along the process ensuring adherence to timelines and protocols. Provide final sign-off on the project.

To establish a fully operational active distribution planning down to the health centers for all grants from the new warehouse:

  • Produce an active distribution planning down to the health centers for all grants;
  • Participate in establishing routes, schedules and identify resources to conduct the regular distribution within CECOME’s available logistics, the partners or 3 PLs and define the strategy to use each of these resources;
  • With the help of CECOME assigned logisticians, train in distribution planning, loading, unloading of trucks and delivery procedures
  • Ensure timely and according-to-plan distribution during the entire duration of the assignment;
  • Provide any new recommendations to optimize efficiency and adherence to distribution plans and strategies.


Competencies

  • Exceptional client management skills, excellent interpersonal skills, sound judgment, communication skills and high ethical standards.
  • Knowledge of appropriate methods for data analysis and reporting.
  • Demonstrate high level computer skills in Microsoft Office suite applications including, Word, Excel, Power Point, Project, and AutoCAD applications.
  • In depth knowledge of Macs Warehouse Management System and ability to train staff of all levels in its effective use.
  • Understanding of International Standards and Quality Management Systems.
  • Ability to work in team environment, demonstrating leadership.

 


Required Skills and Experience

Education:

  • Diploma in warehouse management, Logistics or equivalent. Master degree in business or related field with concentration in warehouse management preferred.

Experience:

  • At least ten years of Practical Warehouse Management experience, of which at least five years must have been spent in a senior management positions preferably in a pharmaceutical or public health supplies management environment. Experience working in warehouse management of perishable products a plus;
  • Experience of creating, updating and implementing of SOPs as situations change;
  • Knowledge And Practical Experience In The Management Of Project Teams Involved In The Construction And Commissioning Of New Pharmaceutical Warehouse Projects.

Language:

  • Fluent in English or French language including reading and writing;
  • Knowledge of Portuguese a plus.

Documents to be included when submitting the proposals

Interested individual consultant must submit the following documents/information to demonstrate their qualifications:

Proposal:

  • Explaining how his/her achievements and experience to date prepared him/her for this position in addition to skills and competencies relevant to this job;
  • Provide a brief methodology on how he/she will approach and conduct the work.

Financial proposal.

Personal CV including past experience in similar projects and at least 3 references.

Please follow the link below for more informaion:

http://procurement-notices.undp.org/view_notice.cfm?notice_id=44277.


UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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