Background/IRC Summary:
The Syria crisis is often described as the worst humanitarian catastrophe since the end of the Cold War. Today, 13.4 million people in Syria - more than half of the country's population - are in need of humanitarian assistance with needs increasingly being exacerbated by economic decline. Of these, 6.8 million are refugees and asylum-seekers who have fled the country. This is no short-term humanitarian episode. The devastating human consequences to huge numbers of people will endure for decades. The destruction of relationships, communities, livelihoods, homes and infrastructure will take years to repair.
IRC is offering a robust humanitarian response to the Syria crisis a rapidly expanding portfolio, supported by more than 1000+ staff in Syria Country Program. IRC is undertaking programs in Syria and the neighboring countries of Turkey, Iraq, Lebanon and Jordan in the fields of health, child protection, early childhood development, education, women’s protection and empowerment, non-food items and food distribution, cash assistance, water and sanitation, protection and rule of law, and livelihood programming. Our work in these challenging settings gives rise to some of the most pressing issues facing contemporary humanitarian action, including questions of access, security, funding and coordination.
Job Overview/Summary:
The Sr. Pharmaceutical Warehouse Officer will keep the efficient receipt, storage and dispatch of drugs, medical supplies and equipment to IRC supported health facilities and mobile teams. He will be responsible for a vital part of the supply chain process. The Sr. Pharmaceutical Warehouse Officer will manage Officers, and Assistants, processes and systems, in order to ensure goods are received and dispatched appropriately and productivity targets are met. He will be also responsible for workplace health and safety standards and for the security of the building and stock.
Responsibilities:
Key Tasks:
- Participate in weekly/monthly Supply Chain meetings to support in providing feedback on Pharmaceutical Warehouses
- Assisting in the day-to-day operations of the pharmaceutical warehouses in North East Syria
- Lead the Pharmaceutical Warehouse team assuring better understanding and maximum support to meet the requirements.
- Hold regular meetings with SCM and update on any challenges and steps to be taken to address them before they arise.
- Assisting in inventory levels (receipt, storage and dispatch of drugs and physical counts) of medical supplies and equipment.
- Mentoring and Coaching of line management staff at all locations
- Evaluate the implementation of new Quality Assurance and Quality Control methodology, train as required, ensure documented evidences are attached too procurement files prior to submission for payment.
Compliance
- Strategically manage all pharmacy warehouses in NES to ensure compliance with the IRC’s policies and vision.
- Ensure documentary records are updated and archived in sequential order to avoid audit observations
- Serve as point person in responding to audit queries in the areas of inventories.
- Identify gaps in the areas of inventories, pharmaceutical warehouses conditions and recommend solutions to minimize gaps.
- Coordinate with Logistics Manager, Global Pharmaceutical Advisor and Grants to ensure donor compliance optimally
- Ensure the warehouses infrastructure is maintained i.e. cleanliness, stock management, space arrangement, temperature control, etc. as per IRCs/WHO standard storage conditions set forth in GSC Pharmaceutical Warehouse management.
General:
- Understand, implement and / or maintain standard IRC pharmaceutical inventory management policies and procedures.
- Ensure all warehouse operations i.e. receipts, , handling, storage, release and reporting of medical goods and equipment’s are aligned with the IRC pharmaceutical warehouse(s).
- Closely work with Programme and Logistics Manager on minimum and maximum stock levels decisions.
- Ensure line management staff engage casual labour with proper planning and vetted labour roaster is available at all sites to minimize lead-time without compromising on safety and security aspects.
- Ensure the maintenance of pharmaceutical warehouse building(s), fittings and equipment done in time and report to Logistics Manager about any services or repairs to be done.
- Implement and ensure clear safety procedures in all warehouse locations.
- Implement and ensure clear loading / unloading procedures, correct stacking, and turnover (FIFO/FEFO) procedures.
- Advise the Logistics Manager on warehouse-specific issues or improvements
- Maintain the Warehouse activity book recording all outgoing and incoming receipts and activities.
- Undertake (documented) monthly and ad-hoc physical inventory checks.
Goods Reception and Transport:
- Ensure at all sites, receipts, stock management and dispatch processes are aligned with IRC standard SoPs to ensure optimal visibility.
- Ensure that warehouse staff maintain complete warehouse documentation i.e. PR, PO, GRN, GIO, Stock Card, Bin Card, Spot Check Records, waybill, Loss and Theft incident reports, way bills, stock report etc.
- Responsible for arranging and overseeing the standard Goods Distribution Practices (GDP) at all sites in accordance with IRC procedures and policies.
- In close coordination with Logistics Manager and Programme on priority dispatch needs
- Prioritize cargo transport in coordination with Health Program department and field sites.
- Where necessary organize or carry out the transportation of goods to the carrier premises for onward road shipment.
- Supervise the road-freight loading and documentation follow up and report discrepancies upon receipt ensure stock cards are immediately updated, recording the reference number of the receipt document, and put the goods away.
- .Check the number of packages against the waybill check packaging and cases and inform the Supply Chain Manager of any problems discrepancies
- Ensure all warehouses space allocation is properly marked and stock management is well organized, and correctly stored, well protected, fully identified and easily accessible (cleanliness, security, access, etc.).
- Store all products in accordance with FEFO (first expiry first out) system
Warehousing and Inventory
- Monitor security of IRC’s pharmaceutical storage and supplies at all sites.
- Ensure proper documentation is practices are in place for receipt, storage and dispatch at all sites.
- Ensure field pharmacy warehouse officers submit monthly warehouse stock reports at the end of each month for your review to prepare consolidated stock report
- Conduct routine inventory inspection and submit report to the Logistics Manager and Health Coordinator in a timely manner.
- In conjunction with the line manager, perform physical stock counts in accordance with IRC standard SoPs.
- Regularly provide the Logistics Manger with a list of the items with expiry dates within the next six months.
- Ensure the pharmacy warehouse staff at all sites actively monitor the temperature of the central pharmacy including cold chain twice a day and ensure that products requiring cold chain (vaccines) are always stored at a suitable temperature (between +2°C and +8°C).
- Maintain a temperature tracking log.
- Coordinate with Programme and lead on reverse logistics of expired drugs on quarterly basis for disposal as per standard SOPs
Documentation and Reporting:
- Conduct careful review of all reports received from respective field sites and consolidate the report, onward submission to Logistics Manager.
- Ensure optical visibility of stock in terms of records is kept at all sites as proof of delivery (PoD).
Staff Performance Management, Learning & Development
- Hire, supervise, and build the capacity of team members in relevant technical and management competencies.
- Develop and implement remote management capacity building approaches to build the strengths the teams’ teams in Syria.
- Coach, train, supervise and mentor direct-report staff, including communicating clear expectations, setting annual performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews.
- Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
- Approve and manage time, attendance and leave requests to ensure adequate departmental coverage; ensure monthly, accurate timesheet submission and carry out probationary reviews.
- Hold high-quality meetings with each direct report on a regular and predictable basis, minimally monthly.
- Provide a measurable development plan including on-the-job learning with the aim of strengthening technical capacity, exchanging knowledge within the team and providing guidance on career paths.
- As required, identify staff performance issues and work with Human Resources to document and address these in accordance with the National Staff Employment Policies.
- Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
- Promote and monitor staff care and well-being. Model healthy work-life balance practices. Support appropriate interventions in response to identified staff care needs of both national and international staff.
- Look for opportunities to support staff in their career growth, where appropriate. As part of succession plan and nationalization goals, identify, train and develop capability and capacity of national staff to successfully transition role and responsibilities, by the end of assignment