Requisition ID: req59188 Job Title: Pharmaceutical Warehouse Officer Sector: Supply Chain Employment Category: Regular Employment Type: Full-Time Open to Expatriates: No Location: Hezreh, Idleb, Syria Work Arrangement: Job Description Background/Context: The IRC has operated in Syria since 2012, providing protection, health, economic recovery, and early childhood development programs in Idleb, Aleppo, Ar-Raqqa, Al-Hasakeh, and Deir ez-Zor, with new programs expanding into Hama, rural Damascus, and Homs. With a team of over 750 members, the IRC has established trust and strong community relationships, ensuring access and effective service delivery. It plays a significant role in Syria’s NGO, donor, and coordination forums, holding key positions and adapting to the evolving context. With the new realities under the new government, as of December 2024, the IRC has deployed a team to Damascus to set up operations and engage in coordination structures for newly accessible areas across Syria—including parts of NES, NWS, and other previously unreachable locations in South and Central Syria, adjusting operations to maximize coverage and efficiency. Job overview: The Pharmaceutical Warehouse Officer will be responsible for the receipt, storage, and distribution of drugs, medical supplies, and equipment to IRC-supported health facilities and mobile teams. Manage the IRC central pharmacy according to the Global Supply Chain Pharmaceutical Warehouse manual 2013. This position reports to the Senior Pharmaceutical Warehouse Officer. Responsibilities: General: + Measure and report the effectiveness of warehousing activities and employee’s performance + Organize and maintain inventory and storage area + Ensure shipments’ and inventory transactions’ accuracy + Communicate job expectations and coach employees + Maintain items record, document necessary information, and utilize reports to project warehouse status. + Identify areas of improvement and establish innovative or adjust existing work procedures and practice. + Confer and coordinate activities with other departments. + Order preparations and sending to the different health structures (packing, transport) + Provide Supportive supervision of drug delivery - receipt system in all IRC supported clinics. Receipt and storage of goods: + Check the number of packages against the waybill, check packaging and cases, and inform the Pharmacist, Supply Chain Coordinator, and Health Coordinator. of any problems (missing or damaged goods, wrong items, etc.). After receipt, immediately update the stock cards, recording the reference number of the receipt document, and put the goods away. + Ensure that all items are well organized and correctly stored, well protected, fully identified, and easily accessible (cleanliness, security, access, etc.). + Store all products in accordance with FEFO (first expiry first out) system Request and inventory management: + Preparing outgoing items (Monthly order to the policlinics) + Ensure that the shipping areas (by destination) are identified; store goods on shelves or palettes (as necessary), in a clean, tidy, and easily accessible manner. + Pack (appropriately for the mode of transport chosen), weigh and label freight (destination, number of shipping units, waybill number, weight, and mode of transport), and assign a shipping number to each package, in accordance with the instructions of the line manager. PACKING LIST AND WAYBILL DONE BY SUPPLY, SO PROVIDE DATA ON PARCEL NUMBERS AND CONTENT + Stock management and administration: + Supervise monthly inventory conducting of drugs, supplies and equipment and report to the health coordinator & Program Manager + Perform other duties as requested by the Health Program Manager andSenior Pharmaceutical Warehouse Officer + Ensure that all necessary information is correctly and fully recorded on the stock cards: batch number, expiry date, date of receipt or delivery, stock balance (incoming/outgoing), receipt, and delivery document reference numbers. + Computerized stock management and complete all the tables for monitoring stock movements and consumption. + Assist the line manager with preparation of the monthly stock report. + In conjunction with the line manager, perform physical stock counts in accordance with the frequency + Inform the line manager when the stock of goods is nearing the minimum or maximum threshold, and regularly provide the line manager with a list of the items with expiry dates within the next six months. + Manage disposal of expired or damaged goods in accordance with the Pharmaceutical Warehouse management manual + Monitor and support of the drug management system in all IRC supported clinics. + Collect monthly consumption reports from all IRC supported facilities including mobile medical units + Ensure the drug management information system is in place and stock and drug consumption information is kept updated in the facility pharmacies + Train relevant health staff in the facilities in consumption methods for need estimation of drugs and in standard operation procedures to order medicines and supplies. Managing and processing orders and inventory using the Integra System : + Verify and check new shipments upon arrival to ensure the quantities and items match the accompanying shipping documentation. This involves inspecting the goods and updating the inventory records accordingly. + Create a preliminary receipt list that details the contents of the new shipment. This draft is then reviewed and approved by the supervisor before it is finalized, ensuring accuracy and completeness. + Accurately enter critical information into the warehouse management system for each item, including batch numbers, expiry dates, and storage locations. + Before doing the registration of item details, share the information with the supervisor for review. This step ensures that all entered data is correct and addresses any discrepancies or issues before official recording. + Conduct physical counts of the stock when receiving picking lists to verify that the actual quantities match the listed amounts. + Create and organize the physical packing list that accompanies outgoing shipments. This list details the items being shipped and is used for verifying the contents during packing and delivery. Reporting: + Prepare a weekly report of movements of goods (incoming/outgoing) in the warehouse. + Produce monthly reports on the stocks of drugs and medical supplies, detailing all stock movements. + Immediately inform the line manager of any problems arising in the course of the work, particularly about damage, loss, attempted break-ins, or theft in the warehouse. Qualifications Education:Hold a pharmacy degree and have desired knowledge on standard pharmaceutical inventory procedures/practices. Work Experience: + At least2-3years of progressively responsible professional experience inpharmaceutical warehousing. + Previous experience in an emergency or conflict-afflicted setting is required. + Familiarity with major donor and local regulations. Demonstrated Skills and Competencies: + Strong sense of personal integrity + Process- and policy-oriented + Ability to multi-task + Ability to work independently + Trustworthy, reliable, open, and able to respond rapidly to queries + Problem-solving abilities + Professional experience in managing medical stock in the private or governmental sector (private pharmacy, MOH structure) + Organized, results- and detail-oriented, proactive + Team player with good communication skills + Strong computer competency in word processing + Possesses leadership qualities and is willing to exercise initiative + Resilient under stress Language/Travel: + English is required, whileArabicandisdesired. + Travel: 50% to field sites inRaqqaas well as attending regional and global workshops and meetings. Key Working Relationships: + Position Reports to: Senior Pharmaceutical Warehouse Officer Position directly supervises: N/A + Indirect Reporting: Logistics Manager Key Internal Contacts:Pharmaceutical management staff, Pharma Warehouse staff, Supply Chain staff, Grants staff + Key External Contacts:PharmaceuticalWH focal points in other organizations, and local authorities. Professional Standards:IRC staff must adhere to the values and principles outlined in IRC Way – Global Standards for Professional Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, IRC operates and carries out policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Respect at Work Fiscal Integrity, and Anti-Retaliation. Returning National Candidates:We strongly encourage national or returning national candidates to apply for this position. If you are a citizen of the country where this position is based and are currently residing outside of your home country, you may be eligible for an attractive relocation package. Eligibility is determined based on IRC's operational needs and specific role requirements. IRC strives to attract, motivate, and retain qualified national staff in our programs. Accountability to Clients:IRC staff must adhere to the commitment of contributing to the sustainability and development of its (CR) Client Responsiveness Mechanisms, preserving the culture of prioritizing the needs of our clients and affected communities by systematically listening to their perspectives and using their feedback to make programmatic decisions and give them greater influence over program design and delivery.