Logistics Officer - Pharma (Nationals Only)

General Duties:

• Reporting to deputy supply chain coordinator and is responsible to provide efficient and on time support on the medical/pharma logistics related activities to IRC-A offices in Kabul and fields. The incumbent will manage the pharma shipments (in bound and out bound) in close coordination with the deputy supply chain coordinator and other relevant colleagues, perform the assigned tasks effectively and constantly apply the policy/SoPs and IRC way all the time. Ensure warehouse management and pharmaceutical management is done as per policies/SOPs.

Specific Duties:

• Ensure medicines and medical supplies, including cold chain items, are properly stored in the warehouse and compliant with IRC drug management standards and protocols.
• Monitor the incoming and outgoing of medicines, pharmaceuticals, NFI and other food items documentation and report to the deputy supply chain coordinator.
• Visit field sites to support the site Supply Chain/Logistics and Storekeeper in warehouse management and managing of pharmaceuticals / drugs and submit field visit report to deputy supply chain coordinator.
• Supervise and update the stock fulfilment plan and support of contingency requirements.
• Ensure consistency in warehouse documentation and reporting including despatching documents, waybills, distributions and or donation letters.
• Drive improvements in stock reporting accuracy for medicines and medical supplies inventories.
• Ensure physical inventories are conducted monthly and communicated with program and supply chain.
• Ensure loss reports are drafted and sent to the deputy supply chain coordinator on time.
• Work with safety & security and admin team regarding the warehouses safety & security measures and prepare plan for improvement.
• Check the deadlines for medicines and ensure that pharmaceuticals deliveries to the designated field sites are respected.
• Perform Spot checks on a scheduled basis and report to the deputy supply chain coordinator/concerned colleagues.
• Prepare Delivery Note, Waybill, pro-forma invoice and packing list/packing slip of each supplies received and or despatched to the field sites and submit to Procurement for on time reimbursement.
• Report any loss/damage quantity of medicines and pharmaceuticals observed during the shipment or delivery time to the procurement team based on documentation.
• Ensure storekeepers thoroughly check the quantity, quality, packaging of delivered medicines, pharmaceuticals made by the suppliers/shippers and confirm to procurement team any unusual observation identified during the receipt.
• Prepare weekly/monthly drugs and pharmaceuticals receipt, distribution, and dispatched records and report to deputy supply chain coordinator.
• Supervise that the warehouse is properly set-up, cleaning and security conditions are respected.
• Provide day to day/required orientation and training to the storekeepers on warehouse forms, outgoing, incoming, First in First Out (FIFO), and First Expires First Out (FEFO) mechanisms are in place.
• Ensure dedicated space is allocated for sensitive medicine, reagents and other pharmaceuticals are prepared and sufficient temperature control devices are available, recorded and reported all the time.
• Share weekly medicine and pharmaceutical supplies stock report (in coming, outgoing) to the program and flag expiry dates of drugs and pharmaceuticals getting closer to allow program decide distribution plan.
• Maintain a transparent, honest, and supportive communication structure with colleagues to ensure they are kept informed of applicable logistical activities and requirements.
• Develop and maintain positive relationships with suppliers, local authorities, and other IRC departments staff.
• Ensure logistic department is compliant with IRC guidelines, policies, procedures, and adherent to any applicable donor guidelines.
• Promote and use the IRC warehouse/pharmacy management protocols available on rescue net and other operating procedures, ensuring that all standardised formats are used, and guidelines are followed.
• Be aware of the potential loss or fraud in logistical activities and procedures. Pro-actively work to prevent such occurrences by working with relevant line managers to improve transparency and to ensure the best use of IRC assets and resources.
• Ensure all relevant staff receive training, advice, and coaching regarding logistical procedures, internal controls, and the logistical requirements of donors.
• Ensure Stock cards, Bin Cards and other warehouse management forms and records are up to date and reported on time.
• Ensure drugs / pharmaceuticals setting up inside warehouse are up to standards (bar type, round shape and shelving are placed in such a way that are countable from all angles).
• Perishable drugs / pharmaceuticals, and food items to be controlled and short shelf-life items to be reported on weekly basis to relevant departments.
• To ensure warehouse has standard wooden pallets, no sign of rodents, insects, cracks, moisture, or dump are visible that can damage the commodities.
• Any other duties or tasks assigned by the supervisor.

Expected Deliverables:

• Provide weekly/monthly report on timely basis to deputy supply chain coordinator and other colleagues as needed.
• Submit list with details of near to expiry medicines and other supplies to the line manager.
• Conduct weekly meetings with FOs pharma storekeepers and consolidate/communicate the priorities/findings.
• Ensure that the required documentation is regularly sent to the related colleagues/department in close coordination with line manager.
• Maintain Waybills and Receipts of goods/other supporting documents with record in support of Contribution in Kind (CIK) documentation.
• Ensure IRC’s partners’ related documentation is maintained including asset tracking, medicine consumption/receipt and right of use agreements etc.