Medical Inventory Officer is essential in the efficient and effective implementation of Medical Teams International’s warehouse and inventory management systems at the Country office level. The primary role of the Medical Inventory Officer is to ensure the timely receipt, consolidation, monitoring and dispatch of all pharmaceuticals, medical consumables and medical durables at the country office level. Working closely with the logistics manager and health advisor, the Senior Medical Inventory Officer 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 logistics and procurement manager 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 Program teams & others on the distribution plans for the development of loading plans.

• Liaise with transporters, programme teams & logistics team on the trucks for loading and distribution to the field offices and intervention 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 manager.

• 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 the 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 procurement of pharmaceuticals, medical consumables and medical durables and other logistics as necessary at the country office level as directed by the logistics manager and the health advisor

• Analyze the reconciled monthly stock reports. 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 Field offices to ensure that they are accurate and ensure timely submission to the Logistics Manager, Health Advisor and the donors.

• Coordinate the management and disposal of expired medical products in accordance with the MOH guidelines.

• Secondary Transporters engagements, management & coordination ensuring a smooth loading & unloading operation, timely availability of trucks always, ensuring transporter services are in good working order including communication on workload/ loading plans, paper trail handling, transit loss handling, 

• 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 logistics 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, and suppliers at the country office level as required.

• Collaborate with Ministry of Health (MoH) and WHO for necessary reporting. 

Safeguarding:- 

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

Physical Conditions      

This position requires frequent travel to health facilities located in remote areas with 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. 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.

Department: Logistics and Procurement

Report to (position): Field Coordinator 
Location(s):   Jigjiga 
 Workdays & Hours: Monday-Saturday 48/week

Qualification:

Education, Licenses, & Certification

• Bachelor's Degree in Pharmacy

• Renewed Professional Licence**

Experience

• 3 year of professional experience after qualification (ideally in pharmaceutical s warehousing and pharmaceutical supply chain

Knowledge, Skills & Abilities

• Self-motivated and Desire to serve

• Respectful towards other cultures 

• Able to establish relationships easily

• Team player

• Flexible under changing conditions

• Able to cope with basic working conditions

• Culturally aware and able to adjust

• Secure and at ease with professional skills

• Coaching/teaching skills

• Comfortable with report writing

• Planning and organizational skills

• Previous warehouse experience

How To Apply

Interested and Qualified applicants should apply through this link Medical Inventory Officer-Jigjiga