The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

Position Overview

Reporting to the Supply Chain Manager, the Medical Warehouse Assistant is required to provide support to enable the smooth completion of inventory/Stock tasks in the warehouse. They will work closely with the medical team and ensure effective management of the bulk medical store and nutrition items.  The need will be to support in distributions, program setup and management of drugs and medical equipment. This post may also be required to deputize for the pharma officer when required. The position must be able to rapidly turn Program materials around, whilst ensuring the security of the materials and maintaining audit-compliant records.

Responsibilities

Specific responsibilities include,

Key Tasks:

• Ensures that all incoming and outgoing stocks are managed according to applied IRC procedures and policies.
• Receive and verify medicines and medical supplies with/under technical guidance of the pharmacist
• Manage and document the receipt, handling, storage, release and reporting of medical items through the IRC warehouse(s).
• Ensures that access to warehouses is restricted to designated personnel and that other staff members are permitted to enter only when accompanied. All entries and departures of personnel and visitors must be entered in a register. Ensure that warehouses are secure, clean, well-organized, and free from pests always.
• Ensure proper documentation of waybills, stores releases and any other documentation for all in- coming and outgoing stocks
• Liaise closely will programs for distribution planning and coordinate the loading/unloading of stocks in a timely and efficient manner from warehouse to distribution point
• Advise the Supply Chain Manager of potential inventory shortages and ensure they are documented and investigated
• Manage casual laborers in the warehouse.
• Ensure the maintenance of warehouse building(s), fittings and equipment.
• Implement and ensure clear safety procedures.
• Implement and ensure clear loading / unloading procedures, correct stacking and turnover (FIFO) procedures.
• Advise the Supply Chain Manager of warehouse-specific issues or improvements.
• Maintain the Warehouse activity book recording all outgoing and incoming receipts and activities.
• Update as per IRC requirements, the Asset Register, asset inventory list and inventory list and produce monthly reports.
• Ensure proper storage of medicines and distribution of medicines and supplies as per distribution plan.
• Ensure reconciliation of orders placed, orders received, and items distributed to the field sites, share procurement documents with the field for items centrally procured.
• Ensures that all products are tracked by Bin Cards and Stock Cards with essential information, Funding Source code and Project code, description of the molecule, expiration date, lot number etc.
• Ensures that all associated documents are correctly established and retained for clear traceability and verification of all stock movements

Warehousing and Inventory

• Performs physical inventories monthly in accordance with IRC procedures and submit reports to the Supply Chain Manager.
• Monitor security of IRC’s storage and supplies.
• Receive completed store’s request forms and prepare the medicines and supplies for issuance.   
• Ensure medicines and supplies are signed for on the request form and/or waybill
• Prepare a monthly report for the expendables store outlining all stock movements and remaining balances.
• On a monthly basis, work with the Supply Chain Manager to reconcile the Warehouse register in the asset tracking sheet and equipment issuance forms.
• Update the stock record cards regularly.

Goods reception and transport

• Liaises with the supply chain to organize the transport of goods and provide appropriate accompanying documentation for transport (packing and shipping slip, certificate of donation).
• Assist in receiving all supplies.
• Keep an accurate and up-to-date record of the store contents and inward and outward movement of medicines and supplies in the warehouse register or stock cards.
• Prioritize transport in coordination with the program department and field sites.
• Where necessary organize or carry out the transportation of goods to the carrier premises for onward road shipment.
• Supervise truck loading and documentation follow up.

Expected Deliverables:

• Maintain full and accurate inventory records.
• Undertake (documented) monthly and ad-hoc physical inventory checks.
• Provide on-time, standard monthly reports to the Supply Chain Manager.

Job Requirements:

• At least diploma level qualification in Pharmacy from a recognized institute in Sudan
• Qualification in Supply Chain and Warehouse management is an added advantage
• At least 3 years of experience in management of pharmaceutical warehouse preferably in humanitarian response settings in NGOs
• Certification in Humanitarian Medical Logistics Practices (MedLog) will be an added advantage
• Knowledge of generic warehouse management systems and forms
• Computer literacy (Microsoft Office Word and Excel spreadsheets; Outlook)
• Fluent in English and Arabic (writing, speaking, reading)
• Competency in data analysis and reporting
• Demonstrates a systematic and efficient approach to work.
• Good communication and interpersonal skills
• Physically mobile, able to lift 30kg without strain.
• Remains productive when under pressure

Personal Characteristics:

• Strong sense of personal integrity.
• Pays attention to detail.
• Strong supervisory skills.
• Ability to multi-task.
• Team spirit and problem-solving abilities.

Policy compliance – IRC way policies

• Ensure any violations of the IRC Sexual Abuse and Exploitation Code of Conduct are reported to technical coordinator or other member of IRC team. The reporting of violations is an obligation on the part of all IRC employees, including temporary hires and consultants.
• Assist where necessary in undertaking activities that aim to prevent the occurrence of sexual abuse and exploitation of beneficiaries by IRC and other humanitarian workers.

Confidentiality:

• Ensuring confidentiality in the case of disclosures of abuse or violence, and showing respect and sensitivity to community members at all times.
• Ensuring the non-disclosure of any information whatsoever relating to the practices and business of IRC acquired in the course of duty, to any other person or organization without authority, except in the normal execution of duty.