• Participate in weekly/monthly Supply Chain meetings to support in giving feedback on Pharmaceutical Warehouses
• Assisting in the day-to-day operations of the pharmaceutical warehouses in Syria Country Program
• Lead the Pharmaceutical Warehouse team, assuring a better understanding and maximum support to meet the requirements.
• Hold regular meetings with SCM and update on any challenges and steps to be taken to address them before they arise.
• Assisting in inventory levels (receipt, storage and dispatch of drugs and physical counts) of medical supplies and equipment.
• Train and capacity build the Pharmaceutical WH staff and clinic staff when required on drug management and best practices.
• Evaluate the implementation of new Quality Assurance and Quality Control methodology, train as required, ensure documented evidences are attached too procurement files prior to submission for payment.
• Coordinate with the procurement team, suppliers, HAS, and the Pharma team to ensure timely and accurate receipt of pharmaceutical shipments from suppliers and at border points.
• Ensure all pharmaceutical warehouse operations—including receiving, storage, distribution, disposal, and transportation—are executed in strict adherence to IRC Pharmaceutical Standard Operating Procedures (SOPs)
• Report any quality-related issues concerning pharmaceuticals to the line manager and the Pharma Specialist promptly.
• Manage the receipt of donations, ensuring they comply with all approved documentation and standards.
• Coordinate the dispatch and distribution of Contributions In-Kind (CIK) from IRC to partner organizations in an efficient and timely manner.
• Coordinate with physical inspection service providers to conduct checks at suppliers’ premises, ensuring timely submission of inspection reports. Share these reports with the health team and follow up on their comments and feedback with both the supplier and the service provider
• Ensure that all received pharmaceutical items are sourced in alignment with the approved Quality Comparison Table (QCT), and promptly report any discrepancies to the Pharma Specialist.Develop and maintain a comprehensive Whole of Syria shipment tracker to monitor each shipment’s status, latest update, and current location.

Compliance:

• Strategically manage warehouse in compliance with the IRC’s policies and vision.
• Ensure documentary records are updated and archived in sequential order to avoid audit observations
• Serve as the focal point in responding to audit queries in the areas of inventories.
• Identify gaps in the areas of inventories, pharmaceutical warehouse conditions, and recommend solutions to minimize gaps.
• Hold time-to-time meetings with the Grants focal point to get updateson changes in donor regulations and brief the tems in case of any changes to avoid audit observations.
• Ensure the warehouse is properly maintained and clean and that storage conditions are suitable for drugs according to GSC Pharmaceutical Warehouse management manual 2020 keeping in view the humidity and temperature controls.

General:

• Understand, implement and/or maintain standard IRC pharmaceutical inventory management policies and procedures.
• Manage and document the receipt, handling, storage, release, and reporting of medical goods and equipment through the IRC pharmaceutical warehouse(s).
• Advise the Supply Chain Manager of potential inventory shortages.
• Manage casual laborers in the Pharmaceutical Warehouse.
• Ensure the maintenance of pharmaceutical warehouse building(s), fittings, and equipment is done in time and report to Supply Chain Manager about any services or repairs to be done.
• Implement and ensure clear safety procedures.
• Implement and ensure clear loading/unloading procedures, correct stacking, and turnover (FIFO/FEFO) procedures.
• Advise the Supply Chain Manager of warehouse-specific issues or improvements
• Maintain the Warehouse activity book, recording all outgoing and incoming receipts and activities.
• Undertake (documented) monthly and ad-hoc physical inventory checks.
• Train Pharmaceutical Warehouse Assistants and Officers as required.
• Assist in receiving all supplies. Ensuring that the received and dispatched goods/items are in the correct order with the completed documentation.
• Keep an accurate and up-to-date record of the store contents and inward and outward movement of goods in the warehouse register or stock cards.
• Responsible for arranging and overseeing the transportation of goods in accordance with IRC procedures and policies.
• Prioritize dispatch needs in conjunction with program.
• Prioritize cargo transport in coordination with the Health Program department and field sites.
• Where necessary organize or carry out the transportation of goods to the carrier premises for onward road shipment.
• Supervise the road freight loading and documentation follow-up.
• Check the number of packages against the waybill check packaging and cases, and inform the Supply Chain Manager of any problems or discrepancies upon 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
• Ensure that the shipping areas (by destination) are clearly identified; store goods on shelves or palettes (as necessary), in a clean, tidy and easily accessible manner.
• Monitor the security of IRC’s pharmaceutical storage and supplies.
• Receive completed store’s request forms and prepare the goods for issuance with the completed documentation.
• Ensure goods, equipment are signed for received on the request form (office expendables) or waybill (all other items).
• Prepare a monthly report for the expendables store outlining all stock movements and remaining balances.
• Update the stock record cards regularly.
• Conduct routine inventory inspection and submit report to the Supply Chain Manager and Health Coordinator in a timely manner.
• 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.
• Responsible on preparation of the monthly stock report.
• In conjunction with the line manager, perform physical stock counts in accordance with the frequency
• Regularly provide the Supply Chain Manager with a list of the items with expiry dates within the next six months.
• Monitor the temperature of the central pharmacy including freezers and refrigerators twice a day and ensure that products requiring cold chain (vaccines) are always stored at a suitable temperature (between +2°C and +8°C).
• Maintain a temperature tracking log.
• Manage disposal of expired or damaged goods in accordance with the Pharmaceutical Warehouse management manual
• Other duties as assigned by the supervisor to enable and develop IRC programs.

Goods Reception and Transport:

Warehousing and Inventory

Managing and processing orders and inventory using the Integra System

• Generate a soft copy of the receipt list for new orders after verifying the description, product name, and quantity with the relevant teams.
• Provide the receipt list to the program team to finalize quality orders for new shipments.
• Collaborate with the pharma staff to register and input all item details into the Integra System.
• Create a soft copy of the product receipt after confirmation from the health team and share the signed copy with the procurement team.
• Generate a soft copy of the packing slip after receiving the picking list from the program team, ensuring the physical availability of the requested stock.
• Assist the program team in preparing picking lists and quality orders as needed.
• Instruct warehouse staff on all tasks related to the Integra System to be ready for any tasks requested.

Documentation and Reporting:

• Conduct careful review of all reports related to pharmaceutical inventories to remove errors before passing them to SCM.
• Make sure documentary records related to pharmaceutical inventories are maintained and easily assessable to official observers.

Staff Performance Management, Learning & Development:

• Hire, supervise, and build the capacity of team members in relevant technical and management competencies.
• Coach, train, supervise, and mentor direct-report staff, including communicating clear expectations, setting annual performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews.
• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
• Approve and manage time, attendance and leave requests to ensure adequate departmental coverage; ensure monthly, accurate timesheet submission and carry out probationary reviews.
• Hold high-quality meetings with each direct report on a regular and predictable basis, minimally on a monthly basis.
• Provide a measurable development plan including on-the-job learning with the aim of strengthening technical capacity, exchanging knowledge within the team and providing guidance on career paths.
• As required, identify staff performance issues and work with Human Resources to document and address these in accordance with the National Staff Employment Policies.
• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
• Promote and monitor staff care and well-being. Model healthy work-life balance practices. Support appropriate interventions in response to identified staff care needs of both national and international staff.
• Look for opportunities to support staff in their career growth, where appropriate.
• Adhere to and act in accordance with the IRC Global HR Policies and Procedures and communicate through word and example a high standard of compliance with all applicable policies and regulations