Warehouse Manager

  • Full Time
  • Lilongwe
  • Applications have closed


JOB TITLE: Warehouse Manager – Malawi PHIA, ICAP in Malawi

LOCATION: Lilongwe, Malawi

ICAP at Columbia University is an international non-profit organization that aims to ensure the wellness of families and communities by strengthening health systems around the world.

In partnership with the United States Centers for Disease Control and Prevention (CDC), ICAP will conduct Population-based HIV Impact Assessments (PHIA) in specific PEPFAR-supported countries. Each PHIA will define the status of the national HIV epidemic, guide allocation of resources based on evidence, and integrate capacity building of Country stakeholders in the design, conduct, analysis, and use of PHIAs.

ICAP, in partnership with the Ministry of Health (MoH) and the Centers for Disease Control and Prevention (CDC), is planning to conduct a PHIA to estimate the population-level impact of the national HIV prevention, care and treatment programs in Malawi. In addition to providing important programmatic information to the MoH and relevant stakeholders, this assessment of the national HIV program is of great value to HIV researchers and public health experts around the world.


The Warehouse Manager will be responsible for the day-to-day management of the central warehouse in Lilongwe, including monitoring the reception of goods, storage and organization of supplies, computer-based stock keeping, and expiration management, among others. This position is grant funded.


  1. Reception of Goods & Services
    1. When goods are received on site the Warehouse Manager receives it, inspects it, and prepares a Goods Receive Note (GRN) which specify exact:
      1. Origin
      2. Name & Signature of person delivering.
      3. Date
      4. Place of Reception
      5. Description of Goods Received (use generic name & model – not brand)
      6. Quantities of Goods & Services Received (quantity per box & number of boxes)
      7. Measurement of Goods & Services Received (ml, mm, mg, liter, ect)
      8. any Damages
      9. Name & Signature of Store Keeper receiving stock.
      10. Special temperature control required.
    2. 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:
      1. The IT Technician to inspect computers delivered.
      2. For a Laboratory Technician to inspect reagents delivered (both for specification & correct temperature management)
      3. A senior driver to inspect a vehicle delivered.
    3. The GRN is issued in three copies:
      1. Supplier (Deliverer) copy
      2. 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
      3. One copy that stay with records in the warehouse
      4. A forth copy can be made for transport contractors (if applicable)
  1. Stock Administration
    1. 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.
    2. The WO enters the new inventory onto the Electronic Inventory, which is shared with the rest of the program team. In the absence of a robust Electronic Inventory, an accurate paper Stock Card must be used and maintain in tandem.
    3. Storage conditions must be adequate for the type of commodities stored. In brief the store must:
      1. Provide easy access for large vehicles and program consumption efficiency.
      2. Provide adequate protection against weather, insects & rodents, fire and theft.
      3. Commodity groups need to be stored separately, example pharmaceuticals, fuel, and food items may not be mixed.
      4. Storage must be neat, clean and organized.
    4. 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.
  1. Expiration Management
    1. Proactively manage expiration dates. Record expiration dates the same day stock arrives.
    2. Consume near expiration dates first.
    3. Notify the broader team on stock that risks expiring in store
    4. Stock that has expired in stock is exited from the inventory and separated from usable inventory. The expired stock is kept separately until destruction with its own stock card
    5. Request permission from the Country Director to destroy expired stock in accordance with local legislation.
  1. Stock Distribution
    1. Any consumption of consumable stock must be clearly documented by the WO on a Goods Issue Register (GIR) or ICAP Delivery Note and approved as per Country Director (CD) or designee.
    2. Ensuring the Goods in received/ Delivery Note must has all exact details for example; Store location, storekeeper name and signature, date, good description, quantities, measurement and its adequately authorized.
    3. Original signed Good received note/ Delivery Note is kept with the Warehouse Manager and if requested a copy should be provide to the Recipient.
    4. 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 consumable consumption. Segregation of duties still applies.
  1. Monitor stock consumption rate and request replenishments minimum 2 months before stock-outs. PHIA purchase requisition is used for replenishment and must be approved by the Lab Advisor and Project Director before handed to the Procurement Officer for acquisition.
  1. Assist in the planning, management and implementation of disposition plans of supplies and equipment.
  1. Perform any other related duties that the supervisor may reasonably request related to this job description.


  • Minimum Diploma in Laboratory Technology or equivalent qualification.
  • Minimum 3 years’ experience in a similar position in an International Organization.


  • Knowledge of United States Government standard provisions, rules, and regulations.
  • Demonstrated ability to manage timely procurement and delivery of items with tight deadlines.
  • Experience with USG as well as local supply chain 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 supplies preferred.
  • 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, as well as part of a team.
  • Strong organizational and analytical skills, and problem-solving skills.
  • Attention to detail and high level of accuracy.
  • High ethical standards and professionalism.


  • May require periodic trips to partner sites, field sites and/or off-site meetings within Malawi.


Suitably qualified and experienced candidates should email their applications, including a detailed Curriculum Vitae (CV) and cover letter with a subject title “Warehouse Manager” to icap-jobs-malawi@columbia.edu .

Please do not attach any certificates when submitting on line.

The closing date for receiving applications is June 28th, 2019. Only shortlisted candidates will be contacted

ICAP is an equal opportunity employer, values inclusion and a diverse workforce. All qualified applicants will receive equal consideration for employment.

NOTE: These are local hire positions and the successful candidates will be employees of ICAP in Malawi and subject to the local terms and conditions of employment which includes a competitive salary and benefits package.