Inventory Officer at Tonia Pharmacy Limited

Job Summary 

• The Inventory Officer is responsible for the efficient management, control, and monitoring of stock within the pharmacy and store.
• This includes ensuring accurate stock levels, proper storage of pharmaceutical products, minimizing wastage/expiry, and maintaining compliance with regulatory standards.
• The role ensures uninterrupted availability of medicines and health products while maintaining accountability and transparency in inventory records.

Key Responsibilities 
Inventory Management & Control:

• Maintain accurate records of all stock received, stored, and issued using inventory systems.
• Monitor stock levels and ensure timely replenishment to avoid stock-outs.
• Conduct daily, weekly, and monthly stock counts (cycle counts and full stock-taking).
• Reconcile physical stock with system records and investigate discrepancies.
• Implement FIFO (First In, First Out) and FEFO (First Expiry, First Out) principles.

Receiving & Inspection of Goods:

• Verify incoming supplies against purchase orders and delivery notes.
• Inspect products for quality, quantity, batch numbers, and expiry dates.
• Ensure all received items meet regulatory and company standards.
• Record and report damaged, expired, or short-supplied goods.

Storage & Organization:

• Ensure proper storage conditions in line with pharmaceutical standards (temperature, humidity, light control).
• Arrange products systematically for easy identification and retrieval.
• Maintain cleanliness, safety, and organization of the store.
• Monitor cold chain products (if applicable) and maintain temperature logs.

Stock Issuance & Distribution:

• Issue stock to pharmacy units/branches based on approved requisitions.
• Ensure proper documentation for all stock movements.
• Track inter-branch transfers and returns accurately.

Expiry & Loss Management:

• Monitor expiry dates regularly and implement strategies to minimize losses.
• Prepare reports on near-expiry and expired items.
• Coordinate removal and proper disposal of expired or damaged goods.
• Investigate causes of stock variances, theft, or losses.

Documentation & Reporting:

• Maintain up-to-date inventory records (manual and electronic systems).
• Generate regular reports (stock levels, consumption trends, variances, expiries).
• Assist in audit processes and ensure compliance with regulatory requirements (e.g., PCN guidelines).

Compliance & Quality Assurance:

• Ensure adherence to pharmaceutical regulations and internal SOPs.
• Support regulatory inspections and audits.
• Maintain proper documentation for traceability of all products.

Coordination & Communication:

• Work closely with pharmacists, procurement team, and management.
• Provide timely updates on stock status and reorder needs.
• Support forecasting and demand planning activities.

Key Performance Indicators (KPIs)

• Accuracy of inventory records
• Reduction in stock variances
• Minimal expiry and wastage levels
• Timely stock replenishment
• Compliance with audit and regulatory standards

Required Qualification
Educational Qualification:
Minimum of HND/B.Sc. in:

• Pharmacy Technician Studies
• Pharmacology
• Biochemistry
• Supply Chain Management
• Business Administration or related field

Professional Requirements:

• Certification in Inventory Management or Supply Chain (added advantage)
• Knowledge of pharmaceutical products and storage requirements
• Familiarity with PCN regulations and guidelines (Nigeria)

Experience:

• Minimum of 2–4 years experience in inventory/store management (preferably in a pharmacy or hospital setting)

Required Skills & Competencies:

• Strong attention to detail and accuracy
• Good knowledge of inventory software (e.g., Excel, ERP systems)
• Analytical and problem-solving skills
• Organizational and time management skills
• Integrity and accountability
• Good communication and teamwork skills
• Ability to work under pressure and meet deadlines.

Additional Requirements:

• High level of honesty and trustworthiness
• Ability to handle confidential information
• Willingness to learn and adapt to new systems.

Working Conditions

• Work involves standing, lifting, and handling stock items
• May require extended hours during stock-taking or audits.