OVERVIEW OF POSITION

·    To provide technical support for inventory and logistics management of supplies.

·    To establish and maintain good contacts with project partner organizations, government offices, UN agencies and other NGOs with regards to supply chain management and logistic matters.

·    In case of war, civil disturbance or arbitrary malicious intent, in consultation with the Senior Logistics Manager / Logistics Coordinator / Chief of Party, communications and other capital equipment, either by disabling it, hiding it, or by driving it to safety, under the condition that this effort does not jeopardise the personal safety of any staff involved.

·    To organise warehousing, communications and transport, as well as the related administrative procedures, for ACTION AGAINST HUNGER operations.

·    To implement and monitor logistics systems, in accordance with ACTION AGAINST HUNGER policies and procedures.

·    To perform any other duties as requested by the Supply Chain officer, Sr. Logistics Manager.

OBJECTIVES

Objective 1

General Purpose of the Post

Tasks & responsibilities

·    Responsible for all stock management and stock reconciliation system in the Warehouse.

·    Responsible for all staff supervision and management in the Warehouse.

·    Responsible for receipt and despatch of all stock requests.

·    Make a weekly report of good’s movement in/out of the warehouse

·    Make a monthly physical inventory of the stock with supervision of logistics manager.

Fill in the different forms about movements of the items e.g. stock cards etc..

Objective 2

Supplies Management (Medicines, RUTF & Non Food Items)

Tasks & responsibilities

·    Respect ACTION AGAINST HUNGER Kit Log stock management procedures (Receiving, Issuing and recording) as per procedure of the organization.

·    Manage all stocks of ACTION AGAINST HUNGER Karachi/ Hyderabad (programs, office and general supplies).

·    Maintain inventory of medical / nutritional supplies or equipment. Re-order project supplies or equipment. Ensure proper identification of all arrival/departure material (quantity, quality, and delivery).

·    In close coordination with Supply Management Officer, keep update about the IN- OUT flow of all supplies and equipment.

·    To support liaison of Supply Management Manager and team with Drug Regulatory Authority of Pakistan for NoC and custom clearance protocols.

·    Plan, implement, or maintain procedures for mixing, packaging, or labelling pharmaceuticals, according to policy and legal requirements, to ensure quality, security, and proper disposal.

·    Assess the identity, strength, or purity of medications and provide support to logistics team at the time of procurement for alternate solutions.

·    Provide information and advice regarding drug interactions, side effects, dosage, and proper medication storage

·    To monitor the dispensing of controlled drugs at all levels.

·    To ensure proper storage and dispensing methods with partner organizations. (FEFO/FIFO as required).

·    Follow-up with special attention expiry date of medicines & food, and warn the concerned department three months before expiry date.

·    Conduct monthly inventory check of stocks and ensure that stock cards are up-to-date, and accurate.

·    Update Stock Report & Stock Follow Up on a daily basis.  Disseminate to project staff on base on a weekly basis.  Present to Base Supply Chain officer for Monthly Log report on 1st of each month.

·    Keep temperature record of each commodities as per warehouse temperature.

·    Collaborate with other OTP / NSC professionals to plan, monitor, review, or evaluate the quality or effectiveness of drugs or drug regimens, providing advice on drug applications or characteristics.

·    If required; advise nutrition team regarding dispensing of drugs and nutritional supplements to beneficiaries.

·    Monitor and re-order nutritional supplies, medical supplies, or drugs, maintaining stock and storing and handling it properly as per good storage practices prescribed by WHO.

·    Involve in quotation analysis and support logistics in finalizing international procurement.

·    Update or troubleshoot central pharmacy information databases at MIS dashboard designed by IM team.

·    Assist in stock, inventory audit when needed.

·    Be accountable at all items in the warehouse and compound that are under his/her responsibility.

·    Coordinate and cooperate with ACTION AGAINST HUNGER Project Manager and Log Officer for spot stock check & reconciliation.

Objective 3

Reception of International Freight from Humanitarian Procurement Centre

Tasks & responsibilities

·       Check the number of parcels, according to the cargo manifest. In case of problem (missing parcels) report to the logistics co-ordinator.

·       Check the packing or the boxes. If any problem (damaged parcels) check carefully the content item per item and report to the Logistics Co-ordinator / Associate at Capital Office.

·       Acknowledge reception on the field stock request order form

·       Attribute one expedition number to each parcel

·       Update of the ready to ship.

·       Fill the copy of the freight document, forward the originals to the office

Objective 4

Expedition Management (RTS):

Tasks & responsibilities

·    One area has always to be clearly identified for each destination

·   Proper installation of the goods on the shelves or wood pallets when needed, nice, clean and easy to handle and find.

·   Proper packing according to means of transport

·   Proper labelling of each parcel, with destination, parcel number, waybill number, weight available and means of transport provided by transport manager

·   Definition of the freight:              

®    according to the means of transport

®      priorities given according to field order delivery limits

®      if no delivery limit mentioned, or if they are the same, priority given to older order numbers

·   Proper waybill and packing list to be sent with each consignment, one full copy to be forwarded to the office the same day.

·   Update without delay of the field order from with mentioned waybill number (and the possible back order) for each item.

·   Update of the corresponding ready to ship form

·         Note: inform in time the transporter if the ready to ship goods are not enough to fill up the weight available.

Objective 5

Documentation

Tasks & responsibilities

·    To ensure that all the files are updated and archived as per Action Against Hunger protocol.

·    All the stock release order upon receiving should be reviewed as per Purchase Request. Make sure that all lines are there in the SRO for tracking purpose. 

·    Bin Cards, stock cards should be immediately updated as per delivery “IN” “OUT”

·    Ensure correct preparation of deliveries

·    Reconciliation should be done with Divisional Manager, with support of the supply chain Managment officer, and to be kept in hard in file.

·    Any loss report should be prepared and intimated immediately.

Objective 6

Reporting

Tasks & responsibilities

·    The stock Report should be shared bi weekly with DM manager, supply Managment officer and team in Karachi.

·    Monthly reporting with highlight of short expiry. 

INTERNAL & EXTERNAL RELATIONSHIP

Internal

Under the guidance of

Supply Management officer

In coordination with

Sr. Logistics Manager, Supply chain Management Manager & Khi Log-Assistant

Line manager of

Supply Management officer

Technical manager of

Supply Management officer

External

NGO/ INGO

Logistics Counterparts in other organizations (RSPN, PPHI & Concern).

Donors

Europe-Aid (EU)

Government of Pakistan

Sindh – Ministry of Health, Custom Authorities, Drug Regulatory Authority

International

PPHI, Concern and RSPN

Other

Relevant Authorities & Vendors

REPORTING RESPONSIBILITIES

Internal National

·    Stock Report, stock reconciliation report, bi- weekly stock report & monthly Report

Internal Global

Ensure that all ACF policies (conflict of interest, child protection etc.) followed while conducting procurement

External

Ensure the availability of all Pharmaceutical  and Logistics documentation / record for audit purpose

POSITION REQUIREMENTS

Mandatory

·    Bachelor's degree in Pharmacy with minimum.

·    Minimum 1-2 years of work experience in conducting the duties independently as a Pharmacist & Warehouse Managment.

·    Experience in monitoring, supervision, dispensing and vaccination will be an advantage.

·    Strong interpersonal and communication skills

·    Ability to work as part of a team and demonstrate flexibility, motivation, and maturity

·    Willingness to travel extensively in the different areas, as needed