Medical Stock Officer

GENERAL OBJECTIVE

Under the direct supervision of the MoPH Medical Warehouse Supervisor, the Medical Stock Officer ensures the good stock management of MOPH warehouse, builds the capacity of the Pharmacist Assistant(s), reports to the direct supervisor, and ensures good documentation and archiving in respect to the Policies & procedures established in the framework of the project, as well as the national guidelines.

Role and Responsibilities

 1. SUPPORT IN THE MANAGEMENT OF MOPH KARANTINA MEDICAL WAREHOUSE

• Be responsible for tracking records and stock management in MoPH Karantina Warehouse;
• Check received medications: delivery receipt, expiry dates, batch number, quantities, defects, etc.;
• Ensure proper storage and organization of drugs according to guidelines, Policies & Procedures;
• Follow-up on and report any expired and/or damaged drug to the Warehouse Supervisor/Head of Warehouse;
• Ensure that temperature, humidity, and light exposure in the warehouse is in accordance with the policies & procedures, as well as international and national guidelines;
• Maintain safe and clean work environment by keeping pallets, workstations, and shipping areas neat and clean and by following MOPH standards;
• Ensure that the cold chain is well functioning, maintained, and calibrated and storage conditions are according to the World Health Organization Standards as well as in line with national regulations;
• Assist the Warehouse Supervisor in the preparation of medical orders and distribution to the PHCCs;
• Arrange to pick up dates with PHCCs and in coordination with the Warehouse Supervisor;
• Carry out regular physical inventories in accordance with MoPH procedures;
• Conduct with the team the monthly inventory of most consumed drugs;
• Conduct with the team the annual inventory of all existing drugs in the warehouse to indicate, highlight, and solve any difference in stock, abuse, or misuse.

2. DOCUMENTATION AND ARCHIVING

• Be responsible for the correct follow-up and documentation of medications in the warehouse on Phenics based on 2D Barcode;
• Record medications and ensure receiving quantities order from suppliers and prepare necessary documentation as required;
• Use the appropriate required documents (i.e. GIO/ GRN/ Stock cards) and request signature from concerned staff and representatives.
• File and archive original hard records of invoices and receipts once per week;
• Move records to the archiving room once per year.

3. REPORTING

• Report to the Head of the Primary Healthcare Department at the MoPH;
• Provide progress report to be submitted to the hiring organization, when deems necessary, to provide information on activities under the scope of work and any data from quality partner focal point;
• Submit timesheet and report in case of any absence needs to be reported, and any other requested requirement/information as per HR regulations.

4. CAPACITY BUILDING/TRANSFER OF KNOWLEDGE

• Provide necessary support and on job capacity building to the PHCCs Pharmacist Assistant on the best practices followed during the reception of a drug order.

The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the needs.

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Mandatory requirements

Language Skills:

• Fluent in English and Arabic, (speaking/reading/writing).

Education Degree:

• Pharmacist.

Work experience:

• Minimum 2 years of experience; Proven experience in NGOs.
• Knowledge of the medical warehouse management guidelines and protocols.

Computer Skills:

• Excellent knowledge of the MS office software including Word, Excel, Outlook

Other requirements: 

• Management and pedagogical skills
• Knowledge of Health Information Systems use in different project of MoPH is an asset

ASSETS

Interest:

• Work in relief

Transversal skills: 

• Excellent communication, conflict solving, and diplomacy skills to manage the relationship in potentially tense situations
• Able to analyze and suggest improvements
• Able to adapt or change priorities
• Well organized
• Able to manage stress and pressure
• Details oriented