Officer Medical Warehouse

Job Description

Title: Officer Medical Warehouse

Company Name: Partners in Health and Development (PHD)

Vacancy: 2

Age: At least 24 years

Job Location: Cox`s Bazar (Ukhia)

Salary: Tk. 59545 (Monthly)

Experience:

• At least 1 year
• The applicants should have experience in the following business area(s): NGO

• At least Bachelor of Pharmacy (B.Pharm) from a recognized institution with minimum 1-year related this experience in the RR context and valid registration from Bangladesh Pharmacy Council with the relevant professional or regulatory authority in Bangladesh, where applicable.

• Bachelor’s degree in pharmacy with Supply Chain Management degree will be added more value, Logistics, Business Administration, or another relevant discipline from a recognized institution.

• Additionally, a Diploma or professional qualification in medical logistics, warehouse management, or supply chain management may also be considered depending on organizational requirements.

• Relevant training in medical logistics, inventory management, humanitarian supply chain, or warehouse management will be an advantage.

• At least 1 year
• The applicants should have experience in the following business area(s): NGO

• Age At least 24 years

Experience – Essential

Desirable

• Previous experience working with NGOs, INGOs, hospitals, healthcare programmes, or humanitarian organizations.

• Experience working in a medical warehouse, pharmacy warehouse, hospital, PHCC, Field Hospital, or humanitarian health programme.

• Previous experience in the Rohingya Response or other humanitarian settings.

• Experience using electronic inventory or warehouse management systems.

• Experience working with donor-funded health programmes.

• Knowledge of cold chain management and temperature monitoring.

• Experience supporting emergency supply chain operations.

Skills & Competencies

Technical Skills

• Strong knowledge of warehouse and inventory management.

• Good understanding of medical commodities and supply chain processes.

• Knowledge of FEFO (First Expiry, First Out) and inventory control principles.

• Ability to conduct stock reconciliation and physical inventory counts.

• Knowledge of expiry management and stock monitoring.

• Understanding of proper storage and handling of medicines and medical supplies.

• Good knowledge of Microsoft Excel and inventory reporting.

• Ability to maintain accurate warehouse records and documentation.

• Understanding of basic cold chain and temperature monitoring requirements.

Planning & Organizational Skills

• Strong organizational and planning skills.

• Ability to manage multiple tasks and priorities.

• Strong attention to detail and accuracy.

• Ability to organize warehouse space efficiently.

• Ability to monitor stock levels and anticipate supply requirements.

• Good problem-solving skills.

Communication & Interpersonal Skills

• Good communication and interpersonal skills.

• Ability to coordinate effectively with Pharmacy, clinical teams, Procurement, Supply Chain, and other departments.

• Good documentation and report-writing skills.

• Ability to work effectively in a multidisciplinary and multicultural environment.

• Good written and spoken English and Bangla.

Other Competencies

• High level of integrity, accountability, and professionalism.

• Strong attention to detail and accuracy.

• Commitment to transparency and proper accountability of organizational resources.

• Ability to work in a challenging and fast-paced humanitarian environment.

• Ability to work under pressure and respond to emergency requirements.

• Flexibility and willingness to support additional programme requirements when needed.

Working Conditions

• The position will be based in the Rohingya Response, Cox’s Bazar, supporting the medical warehouse and PHCC healthcare services.

• The role involves managing and handling medicines, medical supplies, consumables, and other health commodities.

• The position holder will work closely with clinical, pharmacy, and supply chain teams.

• The role may require occasional movement between warehouse facilities and PHCC service locations.

• The position holder may be required to support emergency medical supply operations during disease outbreaks, natural disasters, fires, mass casualty incidents, or other humanitarian emergencies.

Duty Station: Camp 5 and 12, Ukhiya, Cox’s Bazar

Reports to: Clinical Coordinator

Accountable to: Deputy Project Coordinator

Position Summary

The Officer Medical Warehouse will be responsible for the effective management, storage, handling, monitoring, and distribution of medicines, medical supplies, medical consumables, equipment and other health commodities for the Primary Health Care Centre (PHCC) under the Rohingya Response in Cox’s Bazar.

The position holder will ensure that all health commodities are received, stored, cold chain management, recorded, issued, and distributed in accordance with organizational policies, donor requirements, applicable national regulations, and approved medical supply chain procedures.

The Medical Warehouse Officer will maintain accurate inventory records, monitor stock levels and expiry dates, apply appropriate stock rotation principles, prevent stock-outs, overstocking, losses, damage, and wastage, and ensure proper storage conditions for medical commodities.

The position holder will work closely with the Med-log team, Clinical Coordinator, Medical Officer Lead, Medical Officers, Nursing team, Midwifery team, Laboratory, Nutrition, Procurement, Supply Chain, Finance, and other relevant teams to ensure the timely availability of essential medical supplies and commodities required for PHCC service delivery.

KEY AREAS OF ACCOUNTABILITY:

Medical Warehouse & Inventory Management

• Manage the day-to-day operations of the medical warehouse.

• Ensure proper receipt, storage, handling, and issuance of medicines, medical supplies, consumables, and other health commodities.

• Maintain accurate and up-to-date inventory records.

• Monitor stock levels to ensure the continuous availability of essential health commodities.

• Maintain appropriate minimum, maximum, and reorder stock levels as per organizational procedures.

• Conduct regular physical stock counts and reconcile physical stock with stock records.

• Investigate and report discrepancies between physical stock and inventory records.

• Maintain proper stock cards, bin cards, inventory registers, and electronic inventory records, where applicable.

• Ensure proper documentation of all stock movements.

Receiving & Inspection of Medical Commodities

• Receive medicines, medical supplies, consumables, and other health commodities according to approved procedures.

• Verify received items against purchase orders, delivery notes, packing lists, and other relevant documents.

• Check quantities, item descriptions, batch numbers, expiry dates, and physical condition of received commodities.

• Identify damaged, expired, incorrect, or poor-quality items and report them promptly.

• Ensure appropriate documentation of all received commodities.

• Coordinate with Procurement and Supply Chain regarding discrepancies or damaged items.

• Ensure received commodities are properly recorded and stored.

Storage & Warehouse Organization

• Ensure medical commodities are stored safely, securely, and systematically.

• Maintain clean, organized, and accessible warehouse conditions.

• Ensure appropriate shelving, stacking, labeling, and segregation of commodities.

• Store medicines and medical commodities according to manufacturer recommendations and organizational procedures.

• Monitor and maintain appropriate storage conditions, including temperature and other environmental requirements.

• Maintain temperature monitoring records where applicable.

• Ensure appropriate separation of expired, damaged, quarantined, returned, or unusable items.

• Ensure restricted and sensitive commodities are stored securely according to applicable procedures.

• Maintain appropriate access control and warehouse security.

Stock Rotation & Expiry Management

• Apply FEFO (First Expiry, First Out) principles for medicines and other applicable health commodities.

• Monitor expiry dates regularly.

• Maintain an updated expiry tracking system.

• Identify items approaching expiry and communicate them promptly to relevant teams.

• Support redistribution or appropriate utilization of short-expiry items according to organizational procedures.

• Ensure expired commodities are immediately segregated and clearly labelled.

• Prevent the issuance or use of expired medical commodities.

• Support appropriate disposal of expired or damaged commodities in accordance with approved procedures and environmental requirements.

Stock Issuance & Distribution

• Process approved requests for medicines, medical supplies, and other health commodities.

• Ensure commodities are issued accurately and according to authorized requests.

• Prepare issue vouchers, stock transfer documents, and other relevant documentation.

• Ensure receiving personnel acknowledge receipt of issued commodities.

• Maintain accurate records of all stock issued and transferred.

• Coordinate the timely distribution of commodities to the Pharmacy, Laboratory, PHCC service points, and other authorized locations.

• Monitor distribution requirements and support timely replenishment.

• Ensure appropriate accountability during stock movement and transfer.

Stock Monitoring & Forecasting Support

• Monitor stock consumption and utilization trends.

• Identify fast-moving, slow-moving, critical, and non-moving items.

• Provide timely information regarding low stock, potential stock-outs, overstocking, and excess commodities.

• Support stock forecasting and replenishment planning.

• Prepare and share regular stock status reports.

• Coordinate with Pharmacy, clinical teams, and Supply Chain regarding anticipated commodity requirements.

• Support the preparation of procurement requests and replenishment plans.

• Highlight critical supply gaps that may affect healthcare service delivery.

Cold Chain & Temperature-Controlled Commodities

• Ensure appropriate storage and monitoring of temperature-sensitive medical commodities, where applicable.

• Maintain temperature monitoring records according to organizational procedures.

• Identify and report temperature excursions or cold chain breaches immediately.

• Support appropriate corrective action when storage conditions fall outside required ranges.

• Ensure appropriate handling and transportation of temperature-sensitive commodities.

• Coordinate with relevant technical teams regarding cold chain equipment maintenance and requirements.

Medical Commodity Accountability

• Ensure accountability and traceability of all medical commodities.

• Maintain accurate documentation for receipts, issues, transfers, returns, adjustments, and disposals.

• Support regular stock reconciliation.

• Investigate and report losses, damages, discrepancies, or suspected misuse.

• Ensure stock adjustments are made only with appropriate authorization.

• Maintain supporting documents for all inventory transactions.

• Support internal and external audits, stock verification, and donor monitoring visits.

Quality Assurance & Compliance

• Ensure warehouse operations comply with organizational policies and standard operating procedures.

• Follow applicable national regulations related to medical commodities and warehouse management.

• Ensure compliance with donor and programme requirements.

• Maintain proper documentation for audit and accountability purposes.

• Support implementation of recommendations from audits, monitoring visits, and stock inspections.

• Identify warehouse management gaps and recommend improvements.

• Promote good storage and distribution practices.

Infection Prevention, Safety & Security

• Maintain cleanliness and appropriate hygiene within the medical warehouse.

• Follow organizational health and safety procedures.

• Ensure safe handling of medical commodities.

• Support proper segregation and storage of hazardous or special items according to approved procedures.

• Ensure fire safety equipment is available and accessible.

• Report safety hazards, damaged storage facilities, or security concerns promptly.

• Maintain restricted access to the warehouse.

• Ensure warehouse conditions minimize risks of contamination, damage, theft, or loss.

Coordination with Pharmacy & Clinical Teams

• Work closely with the Pharmacy team to ensure the availability of essential medicines and medical commodities.

• Coordinate with Medical Officers, Nursing, Midwifery, Laboratory, Nutrition, and other teams regarding commodity requirements.

• Support timely replenishment of PHCC service points.

• Communicate stock availability, shortages, and supply constraints to relevant teams.

• Participate in relevant stock coordination and supply planning meetings.

• Support effective coordination between the warehouse and PHCC service delivery teams.

Documentation & Record Management

• Maintain complete and accurate warehouse documentation.

• Maintain stock cards, bin cards, Goods Received Notes (GRNs), issue vouchers, stock transfer documents, and other relevant records.

• Ensure proper filing and safe storage of warehouse documents.

• Maintain electronic inventory records where applicable.

• Ensure timely updating of stock records.

• Maintain accurate documentation for expired, damaged, returned, or disposed commodities.

• Ensure confidentiality and security of relevant programme and inventory information.

Reporting

• Prepare and submit daily, weekly, monthly, and other required warehouse and stock reports.

• Prepare stock status reports and consumption summaries.

• Report low stock levels, stock-outs, short-expiry items, and other supply concerns promptly.

• Support the preparation of donor, programme, and internal inventory reports.

• Provide accurate inventory information to relevant teams and management.

• Ensure reports are complete, accurate, and submitted on time.

Physical Stock Counts & Inventory Reconciliation

• Conduct regular physical stock counts according to organizational procedures.

• Participate in monthly, quarterly, and annual stock verification exercises.

• Reconcile physical stock with stock records.

• Investigate and report stock discrepancies.

• Prepare stock adjustment requests where necessary and obtain appropriate authorization.

• Support internal and external audit processes.

• Ensure corrective actions are implemented to address identified inventory management gaps.

Capacity Building & Continuous Improvement

• Participate in relevant training related to warehouse management, medical logistics, inventory control, and supply chain management.

• Maintain updated knowledge of organizational warehouse procedures and medical commodity management standards.

• Support orientation of relevant staff on warehouse procedures when assigned.

• Identify opportunities to improve warehouse efficiency and inventory control.

• Support implementation of improved stock management systems and procedures.

• Promote accountability, accuracy, and continuous improvement in warehouse operations.

• 16. Emergency Preparedness & Humanitarian Response

• Maintain appropriate preparedness for emergency medical supply requirements.

• Support rapid mobilization and distribution of medical commodities during disease outbreaks, fires, natural disasters, mass casualty incidents, and other humanitarian emergencies.

• Maintain awareness of emergency stock requirements.

• Support emergency replenishment and distribution arrangements.

• Ensure essential commodities remain available during emergency situations.

• Remain flexible to undertake additional responsibilities based on emergency and programme requirements.

• Monthly Gross Salary: BDT 59,545 /= (Only)

• Bonus and other benefits: 10% of the monthly gross salary.

• Other Benefits: Office hours, annual leave, increments, will be provided as per the organizational policy and Recruitment & Human Resource Management Policy of Partners in Health and Development (PHD), subject to project budget availability.