Accountabilities
- Warehouse Management:
- Supervising materials and goods orders and dispatch in order to ensure its rational use.
- Receiving orders and deliveries, identifying and reporting potential discrepancies against cargo manifest or others. Stores materials in accordance with the system in force in order to ensure continuous availability.
- Updating and/or creating stock cards for all stock items immediately after reception of goods. Checking the received cold boxes and controlling the cold chain-monitoring card
- Storing materials in accordance with the system in force in order to ensure continuous availability ensuring that all items are well organized and correctly stored, well protected, fully identified and easily accessible (cleanliness, security, access, etc.).
- Monitoring the store temperature and ensuring Cold Chain items are stored in an adequate temperature. Keeping a special control of “sensitive” goods: numbers of lots, expiry dates, packaging and special storage conditions
- Preparing orders on time before sending goods, and packs (according to transport means) weighs and labels freight with corresponding shipping number, destination, number of shipping units, way bill number, weight and mode of transport in accordance with the line manager’s instruction
- In conjunction with the line manager, performing physical stock counts in accordance with the frequency previously defined. Following up stock levels with regards to alarms thresholds, stock out and expiry dates.
- Controlling warehouse limited access to authorized personnel and ensuring doors and other exits are secured. Immediately informing the line manager of any problems arising in the course of the work, particularly with regard to damage, loss, attempted break-ins or theft in the warehouse
- Assisting the line manager with preparation of the stock reports
III. Responsibilities
• Inventory/Asset Management
- Maintain accurate and updated inventory and record all receipts, issues, transfers, returns, and adjustments.
- Check received items against purchase orders and delivery documents and monitor stock levels and report shortages, damages, and expired items.
- Conduct regular physical stock counts and reconcile them with records. And Identify and report inventory discrepancies.
- Ensure items are properly labeled, coded, and organize and maintain stock cards, bin cards, inventory registers, and related records.
- Prepare GRNs, SIVs, Stock Transfer Forms, and other required documents.
- Properly file inventory documents for reference and audit purposes.
- Assist with receiving, inspecting, storing, and issuing goods.
- Ensure proper storage, cleanliness, safety, and security of inventory and report damaged or deteriorated items promptly.
- Context Specific Accountabilities:
- Ensure that FEFO, FIFO and LIFO system is implemented
- Prepare and organize proper storing space, for medical and non-medical equipment and material according to the needs of organziation.
- Follow organizational logistics, warehouse, and inventory procedures and support internal and external audits.
- Prepare regular inventory and stock and report discrepancies, losses, damages, and other inventory issues.
- Ensure timely tagging, updating, verification, and reconciliation of the Asset List for MAGNA offices and Health Facilities (HFs) in accordance with organizational policies and procedures.
- Conduct regular physical verification of inventory and assets and report any missing, damaged, or unserviceable items.
- Maintain accurate and up-to-date inventory, stock, and asset records and ensure proper documentation of all movements, transfers, and disposals.
- Coordinate with relevant departments and HF staff to ensure proper accountability and tracking of organizational assets and materials.
Any other tasks and duties assigned by Line Manager
