Medical Inventory Officer _ Assosa

Daring to love like Jesus, we boldly break barriers to health and restore wholeness in a hurting world.

Medical Teams International holds strict child and vulnerable adult safeguarding principles and a zero-tolerance policy for misconduct related to sexual harassment, exploitation and abuse in the workplace and other places where the organization’s activities are rendered. Parallel to technical competence, recruitment & selection, hiring decisions will give due emphasis to assessing candidates’ eligibility thorough background checks, police clearance, and professional reference check processes.

Workdays & Hours Monday-Saturday, 40-48 hours/week, occasional weekends and public holidays
Travel Required: Up to 50%
Deployable: None
Supervises Direct: N/A Technical: Medical Inventory Officer_ Field
Salary Grade: Organizational scale

JOB SUMMARY

The Senior Medical Inventory Officer contributes to the calling of Medical Teams by managing the implementation of pharmaceutical and medical commodity supply and distribution systems across the mission, supporting both emergency and routine health services. This role holder will be responsible to provide technical assistance, building health workers’ capacity, and ensuring compliance for management of medical supplies in line with organizational and regulatory standards. The incumbent will oversee the tracking, storage, and replenishment of medical inventory to ensure continuous healthcare service delivery, including strategic sourcing, product selection, and transport per the Medical Teams’ Global Medicine Management Manual and donor and government standards.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Supply Chain Management:

• Lead the rational selection and quantification of pharmaceuticals and medical commodities, ensuring alignment with treatment protocols, morbidity data, stock levels, and demographic needs.
• Collaborate with field office teams to prepare budgets and place orders for pharmaceuticals and medical commodities.
• Establish and oversee a dispatch and monitoring system to ensure timely delivery and distribution of medical supplies during routine programming and emergency responses.
• Predict needs and prevent stock ruptures by working closely with program, health, and logistics teams

Quality Assurance and Compliance:

• Ensure compliance with national drug supply regulations, including importation permits and restrictions.
• Oversee the storage, transportation, and handling of pharmaceuticals to maintain safety and quality assurance in alignment with MTI and international guidelines.
• Lead or advise quality assurance processes for supplies arriving at warehouses and pharmacies, as well as the local supplier prequalification process.

Inventory Management:

• Supervise the proper management of health facility pharmacies, including stock levels, cold chain maintenance, classification, and prevention of losses due to expiry or mismanagement.
• Monitor inventory records and consumption patterns, identify discrepancies, and implement corrective actions as needed.
• Ensure proper disposal of expired or unused pharmaceuticals in compliance with national and international standards.

Technical Support and Capacity Building:

• Provide technical guidance on pharmaceutical information, rational drug use, and compliance with treatment protocols.
• Conduct regular technical visits to field sites to ensure adherence to standards and protocols.

Reporting and Documentation:

• Maintain and analyse inventory and consumption data, ensuring accurate and timely reporting in line with organizational guidelines.
• Collect and analyse pharmaceutical supply chain indicators, such as stock levels, usage trends, and discrepancies, and report findings to relevant stakeholders.

Emergency and Narcotics Management:

• Establish systems for the secure storage, tracking, and dispensing of narcotic and psychotropic medicines in compliance with national legislation.
• ·Support emergency response efforts by coordinating the procurement and distribution of medical commodities.

Stakeholder Collaboration:

• Collaborate with Ethiopian Pharmaceuticals Supply Agency (EPSA), Regional Health Bureau and other key government offices to ensure alignment with national and donors’ policies, regulations and frameworks.
• Collaborate with program teams, especially in health and nutrition, to identify and address pharmaceutical supply needs.
• Partner with logistics and medical staff to develop and implement strategies for improving supply chain efficiency.
• Maintain productive relationships with regulatory authorities to facilitate timely importation, quality assurance, and distribution of medical commodities.
• Support safeguarding of program participants and employees through promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams Protection from Sexual Exploitation & Abuse, Child & Vulnerable Adult protection, and harassment-free workplace policies. Incumbents will remain alert and responsive to any child and adult safeguarding risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices, understand the child and adult safeguarding policy and procedures, and conduct yourself in a manner consistent with the Safeguarding code of conduct and behavior expectations

Other Duties

• Support other areas of health activities as requested or needed to ensure efficiency and quality
• Maintain a clean and safe working environment, disposing of waste and sharps appropriately.
• Collaborate with local Ministry of Health MoH and WHO for necessary reporting other duties as assigned
• Utilize volunteers when appropriate.

EDUCATION, LICENSES, & CERTIFICATIONS

Required: –

• BSc Degree in Pharmacy or related field of studies.
• Valid Professional license

EXPERIENCE

• Minimum of 4 years of experience in pharmaceutical supply chain management or a similar role, with a strong focus on health system support.
• Working experience with local or international NGOs in the related capacity of medical procurement, warehousing, supply chain, and pharmaceutical management.
• Experience in capacity building and training health workers

KNOWLEDGE, SKILLS & ABILITIES

Knowledge:

• knowledge of humanitarian standards, donors, systems and principles, e.g., Sphere, CHS, Red Cross Code of Conduct etc.
• In-depth understanding of medical inventory management and stock control processes.
• Familiarity with healthcare supply chain management and related regulations.
• Knowledge of warehouse operations and standard operating procedures (SOPs).
• Awareness of inventory tracking systems and management software.
• Understanding of safety and security protocols in a warehouse setting.
• Knowledge about health information systems.
• A basic understanding of health systems.
• Familiarity with donor requirements and compliance standards for medical supplies

Skills:

• Moderately skilled with office software: Microsoft Word, Excel, and PowerPoint.
• Moderately skilled with communication software: Outlook, Skype, Internet, CRM (or other database programs).
• Strong skills in managing health information systems Strong organizational and planning skills to manage multiple tasks and priorities.
• Excellent communication skills, both written and verbal, for effective reporting and collaboration.
• Attention to detail in tracking inventory, ensuring accuracy in stock levels and record-keeping.
• Problem-solving skills to address and resolve inventory discrepancies or challenges.
• Coaching and training abilities to mentor and guide junior staff or teams.
• Adaptability to manage and adjust to dynamic work conditions or priorities.
• Proficiency in Microsoft Office (Excel, Word, etc.) and inventory management software

Abilities:

• Ability to work flexible schedule and weekends as needed.
• Ability and willingness to travel to country programs on short notice up to 16 weeks a year.
• Ability to work independently and take initiative in a self-motivated manner.
• Ability to establish effective relationships with team members, stakeholders, and external partners.
• Ability to adapt to cultural differences and work in diverse environments.
• Ability to analyze and interpret data from health information systems
• Ability to work under pressure, manage stress, and meet deadlines in a fast-paced setting.
• Ability to ensure compliance with health and safety standards and regulations.
• Ability to train and guide staff effectively, promoting professional development.

PHYSICAL CONDITIONS

Physical Requirements:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
• Frequent use of personal computers, databases and digital platforms, and other office productivity machinery, such as a copy machine and computer printer.
• Frequently uses hands, fingers, and arms to reach, handle, touch or feel equipment, medical instruments, materials, computer.
• Frequent communication and exchange of information among colleagues and people of concern which requires the ability to speak, hear, convey and express oneself.
• Frequent close vision and the ability to adjust focus.
• Occasionally, ascends/descends stairs, steps, or ladder
• Occasionally move about inside an office to access file cabinets, office machinery, meet with colleagues, etc.
• Seldom to occasionally position oneself to stoop, kneel, crouch, or crawl.
• If in travel status, occasional to frequent traversing over rough or steep terrain in either a motor vehicle or on foot.

Work Environment:

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
• The noise level in the work environment is usually moderately quiet.
• The employee may be required to travel to remote areas of the world where there are potential health hazards and risks, limited hygiene facilities, extreme weather, and very basic living conditions.

NOTE: The above job description is intended to describe the general nature and level of work being performed by staff assigned to this job. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required of staff in this position. Duties, responsibilities, and skills are also subject to change based on the changing needs of the job, department, or organization. This description reflects management’s assignment of essential functions; it does not proscribe or restrict the tasks that may be assigned; The job description does not constitute an employment agreement between the employer and employee and is subject to change by Medical Teams International as the requirements of the job change.

• I have read and understand this explanation and job description.