Job Description

Position: Warehouse Officer                         

Location: Aden                    

Administrative supervisor: Logistics Coordinator

Reference:  24 - 09

Duration:  Till June 30, 2024, renewable based on fund availability & performance

ABOUT ADRA: 

The Adventist Development and Relief Agency is an independent, humanitarian agency established for the specific purpose of providing individual and community development and disaster relief.  ADRA Yemen pursue a mission of changing the world by uplifting one life at a time. ADRA International serves 117 countries and is present in Yemen since 1995. Its programs are supported by USAID, BHA, The Japan Platform, DANIDA, GFFO, BMZ, IHA Canada, UNOCHA, and WFP It has presence in 12 Governorates in Yemen responding to 8 areas of humanitarian sectors. ADRA Yemen is undertaking programs in Yemen in the fields of health, nutrition, WASH, food security, livelihoods, and protection.

Safeguarding:

ADRA Yemen organization is committed to safeguarding and promoting the welfare of adults at risks and children in the targeted communities, as well as the welfare of all ADRA Yemen representatives. ADRA Yemen expects the post holder to adhere to and share this commitment.

All necessary measures for safer recruitment would be required including thorough background checks.

SUMMARY:

Under the direct supervision of the Logistics Coordinator, the Warehouse Officer plays a pivotal role in the efficient management of ADRA's warehouse operations, ensuring the meticulous administration, receipt, storage, and distribution of a broad spectrum of supplies. This includes pharmaceuticals, perishable items, spare parts, tools, equipment, and other logistics materials crucial for the success of ADRA projects and departments. The Warehouse Officer is tasked with maintaining accurate and up-to-date inventories, conducting regular and periodic physical counts, and implementing advanced tracking and monitoring systems for all assets within the warehouse.

RESPONSIBILITIES:

The “Warehouse Officer” will be responsible but not limited to: 

Job Responsibility #1: Pharmaceuticals and Supplies Management: 

• Maintains an overview of medical stocks for the program; monitors the availability of medical products to avoid stock-outs and financial losses generated by expired items. 
• Coordinates with the supply chain team to drive and oversee the cycle of pharmaceutical, medical supplies and equipment procurement to ensure alignment with donor and project requirements appropriate technical specifications matching need, and integrity of all bids, tender, and delivery processes.
• Upon the receipt of medical consignment, together with the Warehouse Keeper check the waybill and packing lists, conduct physical count, inspect for damages and quality vis-à-vis the Purchase Order to ensure all items received are requested, and report any damages, discrepancies in quantity and technical specifications to the line manager and supply chain as soon as possible.
• S/he will ensure drug consumption data is collected at health facilities, aggregated, analyzed and used for forecasting needs of the program.
• Collaborates with the Health & Nutrition Team Leader to define stock security levels in ADRA’s directly implemented facilities.
• In close collaboration with the Warehouse Keeper(s), develops stock levels alert (based on an average monthly consumption AMC and morbidity data); gathers stock indicators, analyze them and discuss with Health Team Leader and Logistics Officer so as to avoid stock-outs and the financial losses generated by expired items.
• Participates in defining strategies for supply, management, distribution, and use of medical products in line with ADRA’s recommendations and policies; under the supervision of the Health Advisor and in collaboration with Program Support, support development/use of new pharmaceutical stock management systems and software. 
• Conducts regular audits and follow up on recommendations and optimize the layout of the warehouse, storage, product arrangement, reception, distribution, and transport.

Job Responsibility #2: Goods Distribution and Dispensing:

• Conduct systematic checks of all medical goods purchased and for direct shipments, and control their details correspond to the requested specifications and the received documentation. 
• Ensure transportation of medical goods (including any dangerous goods and cold chain) is done. Conduct GDP self-assessment for the warehouses with the support of supply chain team. 
• Ensure that appropriate storage conditions are in place for medicines and advise any need for improvements. 
• Ensure controlled drugs are managed according to national and/or international regulations. 
• Ensure stock rotation according to FIFO (First In First Out) and FEFO (First Expiry First Out) 
• Support in conducting monthly and annual physical stock count. 
• Manage medical stock data and indicators, analyzes and interprets performance to support the necessary programmatic decisions or course corrections in collaboration with Health and Supply Chain staff (consumption, stock levels, stock-outs, pre-stock-outs, over-stocking, donations, expired products, disposal, etc.);
• Supervise the store release, distribution, and transfer of all stock to the required field site locations.
• Ensure that all requested items by the health team are compliant.

Job Responsibility #3: Technical Support and Capacity Building:

• Support the Health & Nutrition Team Leader in the development of BOQs for proposals and reports related to the distribution of medical commodities to supported partners.
• Carries out regular field visits to the programs’ field sites to provide technical assistance to ensure Good Distribution Practices and Good Dispensing Practices in the supported pharmacies,
• Follow-up and consumption analysis system, including communication network within medical teams as it relates to stock levels, stock-outs, pre-stock-outs, use of new products, and prescription status.
• Build the capacity of field-based staff e.g., Pharmacists, Pharmacy Officers and health ADRA workers on the proper management of medical stocks, rational use of drugs through in-person trainings, and on-the-job coaching.

Job Responsibility #4 Collaboration and Communication

• Stakeholder Collaboration: Works closely with other departments, including transport officers and pharmacists, to improve overall supply chain efficiency, ensuring seamless coordination and communication for optimal stock levels and efficient dispatch and delivery of goods.
• Perform any other duties as assigned.

QUALIFICATIONS AND SKILLS:

•   Educational Background: Bachelor’s degree in pharmacy. 
•   Experience: Minimum of 3 years of experience in warehouse management, with a strong preference for experience in the humanitarian INGO sector. Demonstrated experience in managing warehouses with medical and pharmaceutical supplies is highly advantageous.
•   Leadership and Team Management: Proven ability in supervising, managing, coaching, and training teams. Capacity to lead by example and foster a collaborative and efficient workplace environment.
•   Language Proficiency: Excellent command of both English and Arabic is essential for clear and effective communication and interaction with staff, partners, and other stakeholders. Ability to prepare reports and conduct training in both languages.
•   Pharmaceutical Management: Experience in managing pharmaceuticals, including understanding of cold chain management, handling of sensitive goods, and compliance with health and safety standards.
•   Technical Proficiency: Strong computer literacy, with proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with warehouse management systems or inventory management software. Familiarity with digital tools for stock monitoring and reporting is preferred.
•   Reporting Skills: Strong ability to prepare comprehensive reports on inventory, asset management, and compliance. Skills in data analysis and presentation to support decision-making and improvement initiatives.

ADRA’S VALUES:

We uphold the Humanitarian Principles; our key values: 

•  Connected
•  Courageous
•  Compassionate