Pharmacy Warehouse Inventory Officer

International Rescue Committee

Driver & Transport Services

Unspecified NGN Confidential
1 week ago

Job Summary


Job Description/Requirements

Requisition ID:  req45362

Job Title:  Pharmacy Warehouse Inventory Officer

Sector:  Health

Employment Category:  Regular

Employment Type:  Full-Time

Open to Expatriates:  No

Location:  Maiduguri, Nigeria

Work Arrangement:

Job Description

The International Rescue Committee responds to the worldâs worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, IRC offers life-saving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in more than 40 countries and in 22 cities, IRC restores safety, dignity and hope to millions who are uprooted by conflict or disaster. IRC leads the way from harm to home.


The IRC has been present in Nigeria since 2012 when the organization responded to flooding in Kogi state. In February 2014 the IRC moved into Adamawa State in NE Nigeria to provide humanitarian interventions through a multi-sectoral, integrated approach for conflict affected populations. IRC Nigeria now operates a country office in Abuja and field offices in Mubi and Yola of Adamawa State, Maiduguri and Monguno of Borno state and Damaturu of Yobe State. Currently, IRC Nigeria implements programs primary health care, nutrition, environmental health, womenâs protection and empowerment, protection, child protection, education, food security & livelihoods


HeRON Project Overview

USAID/FCDO Lafiya Health Resilience of the Northeast Nigeria (HeRON) project in Borno and Yobe states supports delivery of quality integrated primary healthcare, reproductive, maternal, newborn and child health services, to improve evidence-based decision making, accountability at all levels of service delivery.

IRC leads a consortium of humanitarian and development implementing partners (Action Contre la Faim â ACF, Society for Family Health Nigeria). The Project team is working alongside states and local government authorities in Borno and Yobe, strengthening their capacity to effectively deliver quality integrated primary healthcare, reproductive, maternal, and newborn and child health and nutrition services.

Scope of Work/ Job overview

The Global Supply Chain Department supports the organizationâs work by providing reliable and scalable application development and operations for the IRCâs offices in the US and around the world, in the aspect of procurement, assets, inventory and management of the IRCâs GSC policies. IRC is seeking an experienced warehouse management professional to provide support to HeRON consortium program. Under the direct supervision of HeRON Consortium Pharmacy Manager, with technical reference to the Senior Pharmacy Manager, the post bearer will be tasked with overseeing, managing, and auditing medical commodities inventory systems, day-to-day pharma warehouse activities, as well as inventory stocking processes and coordination across all HeRON project locations Working in close collaboration with the Pharma Manager, He/she will be responsible for applying IRCâs warehouse management SOPs.


Procurement Policies, Standards and Coordination:

Understand, implement and maintain standard IRC inventory management policies and procedures Ensures that all pharmaceuticals purchased are received by Supply Chain by the warehouse, in coordination with a HeRON program before being delivered or collected by the requesting field teams. Ensures that all pharmaceuticals stored in the warehouse are released by relevant HeRON personnel. Ensures that all cold chain items are always kept under proper storage conditions, in readiness for dispatch Ensures that quarantined products are stored in a separate locked area which can be subdivided in different zones for the different categories of items (which must be labelled accordingly) Overall, the pharma warehouse inventory officer will be required to: Maintain the adequacy of storage conditions Help with physical inventories Help in arranging dispatches to the project locations (packing, transportation arrangements, etc.) Report discrepancies Monitor safety and security of storage and supplies Manage and document the receipt, handling, storage, and release of goods through the warehouse Advise the supervisor on eventual shortages. Manage casual laborers in the warehouse. Ensure the maintenance of warehouse building (s), fittings and equipment. Implement and ensure clear safety procedures. Implement and ensure clear loading / unloading procedures, correct stocking, and turnover (FIFO) procedures. Advise on warehouse-specific issues for quality improvement Maintain the Warehouse activity book recording of all outgoing and incoming receipts and activities.

Receipt and storage of goods

Check the number of packages against the cargo manifest, check packaging and cases and inform the Senior Pharma manager/SCC of any problems (missing or damaged goods, etc.). After receipt, immediately update the stock cards, recording the reference number of the receipt document, Bin cards and put the goods in stock. Give the cargo manifest, packing list / Waybill and certificate of the items received to the Senior Pharma Manager, to centralize the filing of these documents. Update the stock record cards and Bin card regularly. Ensure that all items are well organized and correctly stored, well protected, fully identified and easily accessible (cleanliness, security, access, etc.).

Inventory management & Preparation of outgoing items.

Carry out stock rotation by FIFO /FEFO to ensure no product expires on the stock or becomes obsolete. Receive completed storeâs release forms and prepare the goods for issuance.  Ensure all received/ dispatched goods and equipment are signed/ documented Ensure that the shipping areas (by destination) are clearly identified Store goods on shelves or palettes (as necessary), in a clean, tidy, and easily accessible manner. Pack (appropriately for the mode of transport chosen), weigh and label freight (destination, number of shipping units, waybill number, weight, and mode of transport) and assign a shipping number to each package, in accordance with the instructions of the Pharma Manager. Prepare the shipping note, as well as a copy of the freight document for international shipments, complete the delivery note and send a copy to the office the same day. Update the register stock cards/ bid card immediately after the delivery of goods and record the reference number of the delivery document or stock request. Provide TA and capacity building to all tiers of the government of Nigeria and to strengthen national/state systems for procurement and supply chain management of health commodities. Provide Logistics support to HeRoN partners focusing on reporting, distribution, shipping, storage, and warehousing of commodities. To provide technical coordination in product selection, quality assurance, receipt of commodities and efficient storage and distribution systems. Work with the state team/GON team in developing, maintaining, and improving a logistics management information system and an electronic inventory control system of stocking and tracking commodities. Support the state government team in the development of warehousing and distribution budgets Conduct periodic visits to facility warehouses to follow up on all warehouse-related matters such as the environment, sterilization, refrigeration etc. and generate reports to management and other stakeholders. Monitor safety standards in accordance with regulations; ensure safety code and quality compliance are met daily and report any issues arising to the Pharmacy manager. Work with the Pharmacy Manager and HeRoN partner teams in designing coordinated systems HeRoN to transport health commodities report and forecast delivery times, transport costs and performance to reduce stock-outs, eliminate waste and lower costs jointly with the government. Ensure that all distribution documentation for health commodities in the project with funding agencies, suppliers, implementing partners and regulatory bodies is complete and compliant. Work with the state team to institute data entries into the health commodity platforms.

Stocks Management, Administration and Reporting

Ensure that all necessary information is correctly and fully recorded on the stock cards: IRC code, batch number, and expiry date, date of receipt or delivery, stock balance (incoming/outgoing), receipt and delivery document reference numbers. Complete all the tables for monitoring stock movements and consumption on the PIT In conjunction with the Pharma Manager, perform periodic physical stocks counts in accordance with the frequency defined in the SOP Timely Inform the Pharma Manager and Consortium leadership when the stock of goods is nearing the minimum or maximum threshold, and regularly provide a list of the items with expiry dates within the next six months. Monitor the temperature of the warehouse and ensure that products requiring cold chain (vaccines) are always stored at a suitable temperature (between +2°C and +8°C) - manually record twice daily - Reports any deviation, using the cold chain breech report. Prepare the cold chain boxes as per Cold chain SOP Ensure the availability of enough icepacks, clean cold chain containers for the activities. Ensure cleaning, defrosting and maintenance of fridges Medical waste management: Prepare the list of expired drugs and items and inform the Pharma Manager. Ensure safe storage of expired drugs/items Timely prepares and submit the monthly stocks reports to the pharmacy manager Prepare a weekly/monthly report of movements of goods (incoming/outgoing) in the warehouse and submit report to pharma manager and consortium leadership. Immediately inform the Senior Pharma Manager and the pharma manager of any problems arising in the course of the work, particularly regarding damage, loss, attempted break-ins, or theft in the warehouse. Conduct routine inventory inspection and submit report to the Pharma Manager in a timely fashion.

Pharma Warehouse Maintenance Support

Carry out various maintenance tasks Ensure that the warehouse is kept in good condition (cleaning). To check and control the pest infestation Keep and file all warehouse documents (reception, dispatch, complaints forms, maintenance activities and calibration of thermometers, warehouse registers, cleaning records, etc.)


Line Manager: HeRON Consortium Pharmacy Manager Indirect/Technical: IRCâs Senior Pharmacy Manager Working Collaboration : HeRON Managers, Consortium Leadership Position directly Supervises: Storekeeper, casual laborers Key Internal Contacts: Country Program:HeRON Consortium Leadership Region/Global: N/A Key External Contacts: N/A



Bachelor of Pharmacy (B. Pharm) and Doctor of Pharmacy (D. Pharm) Post graduate Diploma or masterâs in supply chain management is an added advantage

Work Experience, Required Technical Skills & Leadership Competencies:

Minimum 1-2 yearsâ experience in a similar role Previous experience in warehouse operations support for health programs Good skills general stocks management Good judgment and proactive mind Flexibility and ability Strong commitment to IRCâs mission, purpose, and values. Languages: English Fluency (spoken and written). Computer/Other Tech Requirements: Full professional competency in Microsoft Office Suite, especially Word, Excel, Outlook, and PowerPoint. Ability to Travel: As required.

Standards of Professional Conduct : The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way â Code of Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons, and several others.

Gender Equality : IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

Working Environment : This position is based at IRC Field Office in Maiduguri.

IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.

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