Logistics Manager – Pharma & Non-Pharma (Afghan National Only)

Job Description

Responsibilities:

- Ensure medicines and medical supplies, including cold chain items, are properly stored in the warehouse and compliant with IRC drug management standards and protocols. - Supervise the daily entry and dispatch of medicines and pharmaceuticals from the Stock to the sites and ensure records are maintained and reported by the Country and Field Pharmacist and storekeepers. - Visit field sites example Nangarhar, Khost, Helmand and other fields for setting up fields medicine and pharmaceutical storage spaces and train the field SC and Storekeepers. - Supervise and Update the Stock Fulfilment Plan and support of contingency requirements. - Ensure consistency of warehouse documentation and reporting including dispatching 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 to program and supply chain. - Capacity building staff in accurate reporting and stock management in whole remain an asset. - Ensure loss reports are drafted and sent to the Senior Supply Chain Coordinator and SMT. - Work with Safety Security and admin team for warehouses safety security measures and prepare plan for improvement - Check the deadlines for medicines, pharmaceuticals deliveries to the designated field sites are respected. Perform Spot checks on a scheduled basis and report to the Senior SC Coordinator, DDP, Health and other program managers on time. - Prepare Delivery Note, Waybill, pro-forma invoice and packing list of each supplies received and or dispatched 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 through documentation. - To ensure pharmacists 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 to Senior SC Coordinator and health team to enable them assess the gaps for replenishment. - Supervise that the Warehouse is properly set-up, cleaning and security conditions are respected. - Provide day to day orientation and training to the country pharmacists, Medical Logistics Officer and storekeeper on warehouse forms, outgoing, incoming, First In First Out (FIFO), First Expiry First Out (FEFO) mechanism are in place. - Ensure dedicated space is allocated for sensitive medicine, reagents and other pharmaceuticals are prepared and sufficient temperature control devices are available and recorded and reported all 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.

Policy Compliance.

Ensure all warehouse management policy, pharmaceutical management Standard Operating Procedures (SOPs) are respected and compliant with IRC Global standards and protocols.

- Ensures IRC and donors guidelines, SOPs and policies are always followed (Procurement of medicine and pharmaceutical specification in coordination with SC, distribution environmental safety guidelines in drug management) - Maintain regular meeting and discussion with Supply chain, program, and field staff to ensure set forth procedures regarding warehouse and drug/pharmaceutical managements are respected and complied.

Transportation:

- Facilitate an efficient coordination for the movement of goods from the supplier to Kabul and field offices in close coordination with Senior SC Coordinator and Logistics Team. - Facilitate in-country transport of procured items – among IRC bases and to project staff/partners. - Supervise and maintain the relationships with transporters.

Documentation:

- Ensure that documentation is regularly sent to the final storage location and that necessary documentation is ready to move should an evacuation be needed. - Maintain Waybills and Receipts of goods 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.

Communication:

- 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, Program Team, Logistics, Procurement, Field Coordinators, Field Logistics SC, Finance other NGOs and any other stakeholders, representing IRC and ensuring good co-operation and partnerships.

Quality and Compliance:

- Ensure logistic department is compliant with IRC guidelines, policies, and procedures, and adherent to any applicable donor guidelines. - Promote and use the IRC warehouse/pharmacy management protocols in RescueNet and other operating procedures, ensuring that all standardized formats are used, and guidelines are followed. - Be aware of the potential for 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 and pharmaceutical 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.

Staff Management:

- Identify staffing and or skill gaps with warehouse, pharmacists and storekeeper and see that these gaps/needs are filled on the job training/orientation are provided. - Provide feedback through regular performance evaluations. - Ensure that any staff discipline follows a progressive methodology that provides for clear and structured improvement. - Set goal to the subordinate staff pharmacists, storekeepers and other employee working under this position and maintain regular follow up to provide support, guidance, and feedback on their performance. Conduct mid-year check-in and annual Performance Management Evaluation (PME)

Qualifications

Requirements:

- Bachelor’s Degree in in pharmacy/drug management or similar fields and MBA is preferable. - At least 3-5 years progressive experience in managing logistics in emergency, managing warehouse/pharmaceutical and medicine with UN-INGOs and any other Intl humanitarian organizations. - Experience working with donors including USAID, OFDA, BPRM, UNHCR, DFID, ECHO, SIDA, SV, EU/EC and Knowledge of specific donor guidelines. - Field experience of managing a large multi-site Medical Supply Chain Operation and an international work experience in multiple countries preferable - Solid knowledge and understanding of practical Emergency and Medical Supply Chain procedures and maintaining supply pipelines in areas with weak infrastructure. - Experience in mitigating risk of fraud - Strong organizational, interpersonal and communication skills. - Strong analytical skills and computer competency with word processing, spreadsheets, databases, and other IT skills. - Possess leadership qualities and willing to exercise initiative. - Strong work ethic and pro-active problem solver. - Willingness to participate, contribute and lead the team under challenging working and living conditions. - Spoken and written English fluency preferably with command of Pashto and Dari.