JOB SUMMARY
Responsible for managing all operations of the regional store including ordering, receipt, warehousing, transportation and distribution of medical supplies, food items, equipment and other materials. Provides technical supervision to all regional Store Assistants and collaborates with the Medical Coordinator to ensure adequate stock levels in regional store.
JOB RESPONSIBILITIES
- Utilize Unit 4 ERP system to submit order requests for approval by the Medical Coordinator to ensure the adequate supply of goods and medicines in line with budget restrictions
- Responsible for receiving requisitions from Store Assistants, picking and packing goods in the regional store, and liaising with Fleet Assistant to arrange vehicle to make deliveries to the Health Facility stores
- Lead disposal process according to FOM 14 as needed in collaboration with Inventory & Assets Officer
- Track all movements of goods in and out of regional store, including checking deliveries of goods against invoices for quality and quantity
- Perform monthly physical stock count of the regional store; perform reconciliation with paper files and as required in ERP system to ensure compliance with stock level agreements; follow up with supervisor and Medical Coordinator in regard to discrepancies, alarm thresholds, stock outs and expiry dates
- Collect consumption data from Store Assistants or pharmacy assistants and prepare reports according to schedule
- Ensure all goods are stored and packed safely and securely and easily identifiable
- Check the received cold boxes and control the cold chain as instructed by the Medical Coordinator/ Pharmacy Technician
- Maintain an efficient filing system for all documentation related to stores and enter information into ERP system as required
- Organise the manual loading and unloading of vehicles, as needed
- Reduce waste by maximizing the re-utilization of goods returned to store
- Ensure store health and safety procedures are understood and followed by all persons in the store
- Responsible for the security and cleanliness of interior and exterior of store
- Control regional store access to authorized personnel and ensuring doors and other exits are secured; immediately inform supervisor of any problems arising in the course of the work, particularly with regard to damage, loss, attempted break-ins or theft in the store
- In collaboration with HF in charges, FO finance and other stakeholders in assets management, He/She conducts quarterly assets verification including small equipment
- Ensure 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.
- Logistics/Fleet roles
- Responsible for coordinating vehicle movement plans to ensure the efficient movement of MTI assets, patients and personnel
- Responsible for ensuring vehicle maintenance and repair is conducted and documented in accordance with MTI and donor policies.
- Responsible for ensuring the ethical use of vehicles and assets in accordance to MTI and donor policies including appropriate fuel consumption, movements, adherence to road and security regulations and ensure that all vehicles are in optimal condition for use.
- Support Drivers in the fueling process in accordance with MTI procedures
- Provide supervision to all Drivers by training in and monitoring the implementation of MTI fleet policies and procedures;
- Conduct performance evaluations and enforce disciplinary procedures as per MTI policy
- Other duties as assigned
- Instruct staff on travel request procedures and ensure requests are made in accordance with MTI policies
- Regularly conduct spot checks of vehicles and ensure Drivers are carrying out required vehicle maintenance checks in accordance with MTI and donor policy
- Review vehicle logs submitted by Drivers to ensure comprehensive records and accuracy; maintain up to date files, Compile vehicle file information and maintenance schedules
- Conduct condition reports on vehicles and plant to support the Fleet Officer in decisions on sale, purchase, disposal and insurance needs
Qualifications
EDUCATION, LICENSES, & CERTIFICATIONS
- Bachelors Degree in Procurement & Logistics, Supply Chain Management, Business Administration, Public Administration or related field is required
- If Degree is in a general field, additional training in Stores Management or Supply Chain Management is required
EXPERIENCE
- 3 years of experience in store management and storage of medical items and equipment, inclusive of 1 year of supervisory experience is required
- Experience working with INGOs is an added advantage
KNOWLEDGE, SKILLS & ABILITIES
KNOWLEDGE
- In-depth knowledge of store management
- Knowledge of ERP systems
SKILLS
- Skilled at using ERP systems to manage inventory
- Skilled at coordinating transport logistics for delivery
- Skilled at using Microsoft Word, Excel and Outlook
- Highly organized with good quantitative ability and attention to detail
- A good command of both written and spoken English
ABILITIES
- Ability to learn about medicine management and cold chain management
- Ability to act with integrity and ensure security of store goods
- Keen interest to mentor others
- Must be physically fit with ability to lift heavy boxes
- Ability to maintain detailed records with high accuracy
- Ability to support MTI Calling and adhere to the MTI Code of Conduct
PHYSICAL CONDITIONS
This position requires frequent travel to health facilities located in remote areas with very basic living conditions.
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