Medical Logistics Officer

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

Overall, Job purpose:

The medical logistician will be leading the supply chain management for medicines and medical supplies at the county level, including transport, warehousing, dispatch to health facilities and loss management. S/he will ensure that logistical needs are met efficiently and on time, performing various tasks daily to support the program.

DUTIES AND RESPONSIBILITIES:

Project implementation

• Take leadership in the supply chain management for medical supplies and pharmaceuticals, warehousing management, transport, dispatch to the health facilities, loss management and reporting within the county.
• Carry out all activities in line with IRC and donor policies, procedures and according to the MOH guidelines.
• Ensure that medical supplies and pharmaceuticals are replenished in a timely manner with zero stock outs.
• Maintain a transparent and supportive communication structure with the CHD, donor and IRC colleagues to ensure they kept informed of applicable logistical activities and requirements.
• Develop and maintain positive relationship with suppliers, local authorities, other IPS and any other stakeholder, representing IRC and ensuring good cooperation and partnership.

Last mile distribution of Pharmaceutical and Medical Supplies.

• Facilitate an efficient coordination for the movement of consignment from the donor/ CHD warehouse and IRC warehouse to last mile at health facilities/boma.
• Facilitate in country transportation of procures items to project locations in the county of assignment.
• Supervise and maintain the relationship with the CHD, transporters and health facility staffs.

Warehousing/Assets management

• Ensure medicines and medical supplies, including cold chain items are properly stored.
• Strengthen systems for daily entry and dispatch of medicines from the stock.
• Supervise and update the stock fulfilment plans and support of contingency requirement.
• Strengthen systems and ensure consistency of warehouse documentation and reporting.
• Drive improvements in stock reporting accuracy for medicines and medical equipment inventories.
• Ensure physical inventories are conducted monthly and communicated to the project manager.
• Capacity building staff in accurate reporting and stock management.
• Ensure loss reports are drafted and sent to the project manager in a timely manner.
• Maintain assets list and submit monthly revisions to the project manager.
• Check that deadlines of medicines deliveries to the partners are respected. Perform spot checks.
• Supervise that the warehouses are properly set-up, cleaning and security conditions are respected

Documentation

• Establish system for tracking the status of expiry of drugs and ensure timely management of the same.
• Maintain waybills and receipts of goods in support of IRC documentations.
• Ensure IRC, CHD and donor related documentations are maintained including asset tracking and right of use agreements etc.

Quality and compliance

• Ensure the medical logistics department is compliant with IRC & MOH guideline, policies, procedures and adherent to any applicable standard operating procedure
• Beware of the potential for loss or fraud in logistical activities and procedures. Proactively work to prevent such occurrence by coordinating with the relevant line manager to improve transparency and to ensure the best use of IRC & CHD assets and resources.
• Ensure that all relevant staffs receive training, coaching, and mentorship on logistical procedures, internal controls and logistical requirements of the donor.

Key Working Relationships:

Position Reports directly to the Health Manager and Deputy Health Manager

• Position directly supervises: CHD Incentive Staff

Other Internal and/or external contacts:

• Internal: Field Manager
• External: UNICEF, local and national government (County Health Department, State Ministry of Health).

QUALIFICATION REQUIREMENTS

• A bachelor’s degree in pharmacy, or logistics supply chain management, public health or related field in lieu of pharmacist.
• A diploma in pharmacy combined with significant relevant experience maybe considered.

Working experience

• At least 3-5 years of experience in logistics and supply chain management, preferably in the health sector.
• Ability to fill up and monitor and reporting format based on observations.
• Knowledge of warehousing practices, including inventory control, stock management and loss prevention.
• Experience in preparing and submitting accurate logistic and supply chain reports, including stock reports and distribution reports.
• Willingness and ability to work in remote and potentially unstable environment.
• Knowledge of health and safety standards related to the handling and storage of medical supplies.
• Strong organizational skills, with the ability to manage multiple tasks and meet deadlines.

Skills/Abilities

• Good oral and written reporting skills in English
• Excellent communication, report writing skills and facilitation skills.
• Ability to manage staffs in a consultive and supportive manner.
• Knowledge in MS-word and Excel.
• Ability to take command of a situation and make decision.

Personal qualities

• Be trustworthy and responsible.
• Willing to work under minimum supervision.
• Committed and flexible team player.

The IRC Core Values and Commitments:

Standards of Professional Conduct: The IRC and IRC workers must adhere to the values and principles outlined in IRC Way Standards for Professional Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

Safeguarding and PSEA policy: The IRC has a zero-tolerance policy for safeguarding/PSEA violations by staff, incentive workers, visitors, sub-grantees, suppliers/sub-contractors, and implementing partners. Safeguarding/PSEA at the IRC is an integral to organizational values and ethics, and staff and associates are expected to take all reasonable steps to prevent the sexual exploitation, abuse, and harassment of any person linked to the program by both its employees and any downstream partner. The successful candidate will be subject to a thorough background check and satisfactory references.

Promote and actively participate in initiatives and efforts to build team engagement, inclusion and cohesion in IRC. Foster ongoing learning, honest dialogue and reflection to strengthen safeguarding and to promote IRC values and adherence to IRC policies. IRC strives to build a diverse and inclusive team at all levels who as individuals, and as a group, embody our culture statement creating a working environment characterized by critical reflection, power sharing, debate, and objectivity for us to achieve our aspirations as a team and deliver the best possible services to our clients

Narrowing the Gender Gap: The International Rescue Committee is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including a flexible hour (when possible), maternity leave, transportation support, and gender-sensitive security protocols.

Equal Opportunity Employer: IRC is an Equal Opportunity Employer. IRC considers all applicants because of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability, or any other characteristic protected by applicable laws.

PROFESSIONAL STANDARDS

All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.

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