Supply Chain Health Officer - Beirut - National Candidates Only

Job Overview:  

The Supply Chain Health Officer as an integral member of the Supply Chain and Health Units and holds primary responsibility for medical related procurement and warehouse management. The incumbent will be responsible for implementing the IRC Pharmaceutical inventory policies with regard to all project items including cycle count, reporting discrepancies, pharmaceutical quality assurance as well as cold chain policies where applicable.

Major Responsibilities:

1. Procurement:

• Procurement as per IRC pharmaceutical procurement processes.
• Understanding of IRC donor policies for restricted items.
• Procurement of inclusion assistive devices not limited to prosthetics, glasses, hearing aids, crutches, corsets, wheel chairs, etc.
• Forecasting of the required supplies including medications

2. Warehouse supervision:

• Maintain the adequacy of storage conditions including cold chain where required.
• Help with physical inventories.
• Help in order preparations and sending to the different health structures (packing, transport)
• Order reception
• Report discrepancies
• Batch and expiry date management

3. Receipt and storage of goods while respecting segregation of duties.

• Check the number of packages against the cargo manifest, check packaging and cases and inform the SCC of any problems (missing or damaged goods, etc.).
• After receipt, immediately update the stock cards, recording the reference number of the receipt document, and put the goods away.
• Give the cargo manifest, packing list and certificate of the items received to the SCC, to centralize the filing of these documents.
• Ensure that all items are well organized and correctly stored, well protected, fully identified and easily accessible (cleanliness, security, access, etc.).

4. Inventory management & Preparation of outgoing items.

• Carry out stock rotation by FIFO /FEFO to ensure no product expires on the stock or becomes obsolete.
• Ensure that the shipping areas (by destination) are clearly identified; store goods on shelves or palettes (as necessary), in a clean, tidy and easily accessible manner.
• Pack (appropriately for the mode of transport chosen), weigh and label freight (destination, number of shipping units, waybill number, weight and mode of transport) and assign a shipping number to each package, in accordance with the instructions of the SCC.
• Prepare the shipping note, as well as a copy of the freight document for international shipments, complete the delivery note and send a copy to the office the same day.
• Update the stock cards immediately after the delivery of goods and record the reference number of the delivery document or stock request.

5. Stock management and administration

• Ensure that all necessary information is correctly and fully recorded on the stock cards: IRC code, batch number, expiry date, date of receipt or delivery, stock balance (incoming/outgoing), receipt and delivery document reference numbers.
• Complete all the tables for monitoring stock movements and consumption on the PIT
• Prepares the monthly stock report.
• In conjunction with the SCC, perform physical stock counts in accordance with the frequency defined in the SOP
• Inform the SCC when the stock of goods is nearing the minimum or maximum threshold, and regularly provide the SCC and HC with a list of the items with expiry dates within the next six months.
• Monitor the temperature of the warehouse and ensure that products requiring cold chain (vaccines) are always stored at a suitable temperature (between +2°C and +8°C) - manually record T twice daily - Reports any deviation, using the cold chain breech report.
• Prepare the cold chain boxes as per Cold chain SOP
• Ensure the availability of enough icepacks, clean cold chain containers for the activities.
• Ensure cleaning, defrosting and maintenance of fridges
• Medical waste management: Prepare the list of expired drugs and items and inform the SCC and HC. Ensure safe storage of expired drugs/items

6. Reporting

• Prepare a weekly/monthly report of movements of goods (incoming/outgoing) in the warehouse.
• Immediately inform the SCC of any problems arising in the course of the work, particularly regarding damage, loss, attempted break-ins or theft in the warehouse.

7. Other:

• Carry out various maintenance tasks
• Ensure that the warehouse is kept in good condition (cleaning).
• To check and control the pest infestation
• Keep and file all WH documents (reception, dispatch, complaints forms, maintenance activities and calibration of thermometers, WH register, cleaning records, etc.):

Education:  

• College degree or equivalent in Supply Chain Management, Logistics, Business Administration or related field

Language Skills: 

• Fluent in English & Arabic, French is a plus

Certificates or Licenses: Supply Chain or First Aid related licenses are a plus.

Preferred experience & skills:   

• 3-4 years of work experience in supply chain operations preferably in the healthcare sector.
• Prior experience of working in Logistics, Inventory or Warehouse Officer Position in a multi-cultural environment.
• Fluent English (written and spoken) and Arabic.
• Competent with using computers, especially Microsoft Office Word and Excel spreadsheets and Outlook.
• General knowledge of supply chain and general health procedures and tools.
• Good mathematical skills
• Strong sense of personal integrity
• Attention to detail and ability to multi-task
• Team spirit and problem solving abilities
• Excellent interpersonal and communication skills
• Remains productive when under pressure
• Demonstrates a systematic and efficient approach to work
• Relates and works well with people of different cultures, gender and backgrounds

Working Environment:   

Since the SC health officer’s duty is to support the IRCs health program scale up initiative; the incumbent will be required to work remotely at the IRCs partners clinical centers. Due to the fact that this is a startup program, he/she is expected to work in standard and remote working environments.  Standard office working environment

• Domestic travel as needed up to 50%