Store Officer

Job Description

VACANCY ANOUNCEMENT

AIDS Healthcare Foundation (AHF) is an international non- profit NGO based in Los Angeles, California, USA. AHF operates across 45 countries worldwide and has 1.5M+ patients in care,

the majority of these being in Africa. AHF Africa comprises 13 country programs. AHF collaborates with the Governments of these countries through Ministries /Departments of Health (MoH) to provide cutting edge medicine and free HIV and AIDS services, including antiretroviral therapy in resource constrained settings.

AHF is registered in Sierra Leone as AHF-Sierra Leone, offers services on HIV/AIDS prevention, treatment, and care services in collaboration with the Government of Sierra Leone and other stakeholders. The organisation now seeks to hire a highly competent, dynamic, and experienced person to fill the position below on a one-year contract of employment

Store Officer- Administrative Office- Freetown

Summary of the position

The post holder will report to the operations manager and will responsible for the security of AHF-Sierra Leone stores area and all inventory held to ensure adequate custody of the organization’s valuables. This function will be executed by ensuring strict adherence to practices that comply with agreed best practices for the efficient performance of stores including maintaining optimal stock levels, good record management, timely stores processes, ensuring stocks held meet the requirements and specifications to meet the day to day demands, collaboration/coordination with relevant departments/sites/stakeholders to ensure optimal operation and adherence to AHF policies and procedures Be accountable for the efficient and effective use of the working tools.

. The holder of this position will perform among others the following duties: 

1. Receive goods from suppliers, both internal and external, and verify them against approved documentation i.e., Purchase Order, delivery notes, etc. for storage and application in accordance with the organization’s program needs.
2. Ensures all commodities received in store are stored in a proper and safe manner. Stock cards should be allotted to each item.
3. Adequately inspect delivered items for quality and order specifications and promptly notify user department of any deviations from specifications.
4. Ensure the integrity of the stores area is always maintained.
5. Promptly issue commodities to respective users (persons/departments) against duly approved stores requisitions.  
6. Ensure accurate accountability of all transactions to and from stores. 
7. Regularly reconcile physical stocks with the stores records and notify the supervisor immediately in case of any discrepancies.
8. Ensures timely dispatch & adequate packaging of commodities to facilitate safe delivery to destined healthcare centers. And coordinate with external dispatch agents to ensure good quality service in line with engagement/contract stipulations.
9. Prepare and generate inventory usage reports for accounting purposes or as required in a timely manner.
10. Provide relevant information to management on the status of inventory in the stores especially slow-moving commodities, commodities nearing expiry, disoriented commodities requiring management action.
11. Manage the use of all hand tools and equipment in stores.
12. Facilitate periodic checks of quantities and quality of inventory held in stock and participate in periodic general physical stock counts at least quarterly.
13. Timely update of inventory management system (ERP) and periodically reconcile system records with the physical quantities in stock.
14. Coordinate and monitor services of casual personnel that may from time to time be engaged to do specific activities in the store.
15. Monitor stock movements and actively participate in forecasting of supplies including drugs, equipment, and laboratory reagents. 
16. Ensure proper documentation and filing of inventory records.
17. Undertakes other duties as maybe assigned by the supervisor.

Education and Experience

• Diploma in Pharmacy, Supplies Chain and Stores Management, Procurement or equivalent relevant qualification.
• A minimum of 3 years’ experience working medical stores or warehouse. 
• Experience in pharmaceutical warehousing or being a pharmacy technician is an added advantage.
• Professional computer skills, including MS Word, Excel, internet, and email
• Ability to communicate and perform within an international and multicultural team

Skills and Abilities

• • Ability to read and interpret documents pertaining to packaging, supplies, shipment and deliveries. Ability to communicate well with vendors and other relevant individuals.
  • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to make simple analysis and interpretation are important.
  • Sensitive to ethics and confidentiality of HIV/AIDS patient issues
  • Basic literacy on HIV/AIDS treatment and care.
  • Ability to prepare reports and participate in teamwork.
  • Good communication and interpersonal skills. 
  • Result oriented

• Honesty and high integrity 

To be considered for this recruitment, please.

Address your email application (Cover Letter and CV ONLY) to: globalhr.africa@aidshealth.org mentioning clearly Position and Location in the subject line. The email should not be larger than 2 MB – any larger email will not be considered.

Deadline: Thursday October 31, 2024, at 5:00pm