Medical inventory officer

Medical Teams Calling 

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.

Job Summary

Medical Inventory Officer is essential in the efficient and effective implementation of Medical Teams International’s Medical warehouse and inventory management systems at the Country office and field office levels. The primary role of the Medical Inventory Officer is to ensure the timely receipt, consolidation, monitoring flow of all pharmaceuticals, medical consumables and medical durables at the Assosa Field Office. Working closely with the logistic and Health Program Manager, the candidate will be responsible for inputting the daily data into the established inventory tracking system to monitor consumption and alert others of the need to replenish stock in a timely manner.

Job Responsibilities

Essential Duties

• In liaison with the logistic, Camp based medical Inventory Officers, and Health Program manager, He/She  will take part take part in the development of the operational planning, providing the warehouse aspects on the end of project issues e.g. stock and asset disposal plan
• Ensures correct receipt of goods (adequate checking of deliveries of goods for quality and quantity ensuring correct recording of details on relevant/appropriate forms. (GRNs, Waybill or Delivery Note)
• Ensure that all goods are stored and packed safely and securely.
• Ensure that particular attention is given to cold chain storage procedures, to ensure that pharmaceuticals donated and/or purchased are stored in an adequate locked and temperature-controlled environment.
• Ensure correct and accurate recording of the stock levels on bin cards.
• Liaise with the field team  & others on the distribution plans for the development of loading plans.
• Liaise with logistic and other filed team, distribute newly arrived health commodities to the camp sites.
• Ensure that the correct documents are produced for the receipt and dispatch of goods. (Generate Goods Received Notes upon receipt of goods, Issue goods from stocks only on receipt of an authorized stock request, all items/equipment/materials leaving the warehouse must be issued with a Waybill signed by the Transporters and returned with the signature of the Receiver)
• Organize the manual loading and unloading of trucks and ensure correct and accurate loading processes.
• Produce daily/weekly/monthly stock count and consumption records and stock movement reports for submission to the logistics.
• Compile weekly/monthly stock reports and ensure any discrepancies are reported to the line manager and produce reports as required.
• Maintain proper, chronological filing of all warehouse documents.
• Ensure that all health and safety procedures are understood and followed by all warehouse staff.
• Be responsible for the security of the warehouse and stock.
• Be responsible for the eradication of rodents and insect infestations and fungi development and to maintain a zero-tolerance level.
• Be responsible for maintenance of the warehouse building and all equipment.
• Ensure the warehouse and compound is tidy and clean.
• Verify/check and confirm casual laborers’ attendance sheets for payment ensuring timely payments.
• Support need request ofpharmaceuticals, medical consumables and medical durables and other logistics as necessary camp level as directed by the logistic and Health program manager
• Analyze the reconciled monthly stock reports from all camps. These should focus on short-dated supplies (expiry dates of the supplies), stock-levels and out-of-stock status so as to inform proper decision-making.
• Coordinate approved donation of supplies to MoH-supported facilities.
• Review pharmacy reports from the HFs to ensure that they are accurate and ensure timely submission.
• Coordinate the management and disposal of expired medical products in accordance with the MOH guidelines.
• Ensure adequate stocks at all times including maintaining buffer stocks, setting re-order levels to ensure no stock outs especially for regular or general use items.
• Review all centralized orders of medicines and ensure that they are based on consumption data and current needs.
• Manage medical supplies consumption tracking and assist with the technical analysis for procurement of medical supplies.
• Perform other duties as assigned by the Health program manager.

Collaboration and Coordination:

• Collaborates with Medical Teams staff at the country office for data sharing, reporting, and quality improvement.
• Coordinate with medical inventory counterparts in other organizations
• Collaborate with Ministry of Health (Regional health Bureau) and WHO for necessary reporting.

Qualification:

Education, Licenses, & Certification

• Bachelor’s degree in pharmacy
• Renewed Professional License**

Experience

• 2 and above years of professional experience after qualification (ideally in pharmaceutical s warehousing and pharmaceutical supply chain

KNOWLEDGE, SKILLS & ABILITIES

Knowledge:

• In-depth knowledge of pharmaceutical inventory management, medical supply chain processes, and logistics.
• Basic knowledge Global Medicine Management Manual, donor and government regulations, and medical equipment standards.
• Understanding of warehouse management systems, cold chain logistics, and safety protocols for pharmaceuticals and medical supplies.
• Awareness of inventory control systems, including FIFO (First In, First Out) and FEFO (First Expired, First Out) methods.
• Strong knowledge of performance evaluation frameworks and documentation standards in the healthcare sector.
• Expertise in preparing and presenting detailed reports on supply chain, inventory management, and performance evaluations.

Skills:

• Excellent organizational and time-management skills with the ability to handle multiple tasks simultaneously.
• Strong analytical skills, capable of assessing inventory discrepancies and implementing solutions.
• Proficient in warehouse management software, MS Office Suite (Excel, Word, PowerPoint), and reporting tools.
• Skilled in training and mentoring staff, ensuring compliance with procedures and enhancing team performance.

Abilities:

• Ability to work effectively under pressure and meet deadlines while maintaining high standards of accuracy and quality.
• Ability to manage complex logistics and supply chain operations in a dynamic environment.
• Capable of leading and coordinating warehouse and logistics teams, ensuring adherence to operational procedures.
• Strong problem-solving abilities to address challenges in supply chain management, warehouse operations, and pharmaceutical distribution.
• Capacity to travel to field sites and provide hands-on support and guidance to local teams on inventory management and logistics.
• Ability to communicate effectively with stakeholders, including program managers, suppliers, and procurement teams.
• Ability to maintain confidentiality and work in a culturally sensitive environment, respecting the local context and regulations.

PHYSICAL CONDITIONS AND WORK ENVIRONMENT

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 accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequent use of a personal computer, database 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 persons 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.
• The employee must occasionally lift and/or move up to 10 Kg.
• 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.