In partnership with the Ministry of Health and the US Centers for Disease Control and Prevention (CDC), ICAP will conduct a Population-based HIV impact assessment (PHIA) to estimate the population –level impact of the national HIV prevention, care and treatment programs in Haiti. The goal of this project, called PHIA, is to identify the national level key HIV-related outcomes, including HIV incidence, HIV prevalence and HIV viral load suppression, as well as prevalence of high-risk behaviors and uptake of HIV-related services. The objective of PHIA is to measure the reach of the country’s HIV prevention, care and treatment services, guide policy and set funding.
Fonctions
POSITION SUMMARY
Under the direction of the Operations Director, the Warehouse Officer (WO) will be responsible for managing inventory in the central warehouse in Haiti.
This position is grant funded.
MAJOR ACCOUNTABILITIES:
1. Reception of Goods & Services
a. When goods are received on site the WO receives it, inspects it, and prepares a Goods Receive Note (GRN) which specify exact:
i. Origin
ii. Name & Signature of person delivering.
iii. Date
iv. Place of Reception
v. Description of Goods Received (use generic name & model - not brand)
vi. Quantities of Goods & Services Received (quantity per box & number of boxes)
vii. Measurement of Goods & Services Received (ml, mm, mg, liter, ect)
viii. any Damages
ix. Name & Signature of Store Keeper receiving stock.
b. Where possible it is appropriate practice for the WO to ask a technical qualified person to inspect the goods for conformity to the Purchase Order before releasing the GRN. For example:
i. The IT Technician to inspect computers delivered.
ii. For the Laboratory Technician to inspect reagents delivered (both for specification & correct temperature management)
iii. A senior driver to inspect a vehicle delivered.
c. The GRN is issued in three copies:
i. Supplier (Deliverer) copy
ii. ICAP-PHIA finance copy (the original) – this is given to the Procurement Officer who will hand it in with complete procure documents to finance department to release payment
iii. One copy that stay with records in the warehouse
iv. A forth copy can be made for transport contractors (if applicable)
2. Stock Administration
a. Once the GRN has been issued, the WO ensures that the supplies received are stored safe and in the correct manner. Pharmaceuticals must at all times be out of direct sunlight and correct temperature according to manufacturer requirements on packaging.
b. The WO enters the new inventory onto the Stock Card. It is preferable to maintain an Electronic Inventory for consumables rather than paper Stock Cards which is constantly updated and available to the rest of the program team. Unless the Electronic Inventory is robust and accurate paper Stock Card must be maintained in tandem.
c. Storage conditions must be adequate for the type of commodities stored. In brief the store must:
i. Provide easy access for large vehicles and program consumption efficiency.
ii. Provide adequate protection against weather, insects & rodents, fire and theft.
iii. Commodity groups need to be stored separately, example pharmaceuticals, fuel, and food items may not be mixed.
iv. Storage must be neat, clean and organized.
d. Store documentation must be safe guarded by the WO, documents older than 1 year which are no longer in use are kept in archive by the Finance & Administration Director (FAD) for 5 years after which it can be disposed of.
3. Stock Distribution
a. Any consumption of consumable stock must be clearly documented by the WO on a Goods Issue Register (GIR) or Delivery Note and approved as per FAD or Country Director (CD) designee.
b. The GIR / Delivery Note must specify exact:
i. Store location
ii. Name & Signature of Store Keeper
iii. Date
iv. Description of Goods Delivered / Issued
v. Quantities of Goods Delivered / Issued
vi. Measurement of Goods Delivered / Issued
vii. Authorization signature
viii. Name & Signature of Recipient
c. Original signed GIR / Delivery Note is kept with the WO, if requested the WO provides a copy to the Recipient.
d. When supplies are consumed directly after procurement (without entering the store), it is signed for by the recipient on the Invoice & Delivery Note (of Supplier). A copy of this reception document must be given to the WO to account for all consumables. Segregation of duties still applies.
4. Implement any other task the supervisor may reasonably request is related to this job description.
Qualifications Requises
MINIMUM QUALIFICATIONS AND COMPETENCES:
Education:
• Minimum Diploma or above in medical laboratory technology/biomedical sciences
• Registered with Allied Health Professional Council and with valid renewed certificate.
• At least minimum of 2 years Laboratory experience in HIV testing and Quality Control and Quality Assurances procedures in a recognized health facility
• Those with practical experience in use of Lab Management Information Systems (LMIS) and experience with Logistics and Procurement Management will have an added advantage.
Experience, Skills & Minimum Required Qualifications:
• Demonstrated ability to manage timely procurement and delivery of items with tight deadlines.
• Strong organizational and good analytical laboratory skills; experience in Procurement, Supply Chain and Logistics a plus
• Experience with USG as well as local procurement policies, procedures and practices.
• Prior experience with donor funded projects dealing with HIV/AIDS care and treatment is desirable.
• Prior experience with lab or survey related procurement also desirable.
• Proficiency in relevant computer applications: MS Word, Excel, PowerPoint, Internet, Email, etc.
• Ability to meet tight deadlines and successfully manage multiple assignments concurrently.
• Ability to function independently; results-oriented; detail oriented.
• Strong organizational and analytical skills, good attention to detail.
• Ability to problem solve and work as part of a team.
• Fluency in English and French; knowledge of Haitian Creole an asset
Conditions particulières
NOTE: These are local hire positions and the successful candidates will be employees of ICAP in Haiti and subject to the local terms and conditions of employment, which includes a competitive salary and benefits package.
