Inventory Officer at Tonia Pharmacy Limited

Reports To: Inventory Manager / Head of Inventory

Job Summary

• The Inventory Officer is responsible for maintaining accurate inventory records, monitoring stock levels, receiving and issuing products, conducting stock counts, ensuring compliance with inventory control procedures, and supporting the efficient distribution of pharmaceutical and healthcare products across all company locations.

Key Responsibilities

• Receive, inspect, and verify incoming pharmaceutical products and other inventory items against purchase orders and delivery notes.
• Ensure all received products meet quality standards, including checking batch numbers, expiry dates, quantities, and packaging integrity.
• Accurately record all inventory transactions in the inventory management system.
• Monitor stock levels and promptly notify management of low stock, overstock, slow-moving, or expired products.
• Prepare and process stock requisitions, transfers, and issues to branches and departments.
• Maintain accurate inventory records and documentation.
• Conduct daily, weekly, monthly, and annual stock counts and reconcile any discrepancies.
• Investigate inventory variances and prepare reports with recommendations.
• Ensure proper storage of products in accordance with company SOPs and Good Storage Practices (GSP).
• Monitor product expiry dates and coordinate the removal or return of near-expiry and expired items.
• Maintain proper labeling, shelving, and organization of inventory.
• Assist in stock audits conducted by internal and external auditors.
• Prepare periodic inventory reports for management.
• Ensure compliance with company inventory policies and regulatory requirements.
• Coordinate with procurement, warehouse, logistics, and branch personnel to ensure efficient stock movement.
• Maintain confidentiality and security of inventory records.
• Ensure warehouse cleanliness, safety, and compliance with health and safety regulations.
• Report damaged, missing, or obsolete inventory promptly.
• Participate in system updates, inventory optimization initiatives, and process improvement activities.
• Perform any other duties assigned by Management.

Key Performance Indicators (KPIs)

• Inventory accuracy rate.
• Stock variance percentage.
• Timeliness of stock reconciliation.
• Percentage of expired products.
• Order fulfillment accuracy.
• Stock availability rate.
• Timely submission of inventory reports.
• Compliance with inventory SOPs.
• Audit performance.
• Reduction in inventory losses and wastage.

Qualifications

• Bachelor's Degree or HND in Pharmacy, Supply Chain Management, Logistics, Business Administration, Accounting, or any related field.
• Professional certification in Inventory Management or Supply Chain Management is an added advantage.
• 2–3 years of inventory management experience, preferably in a pharmacy, hospital, warehouse, or healthcare environment.

Required Skills and Competencies:

• Strong knowledge of inventory management principles.
• Excellent numerical and analytical skills.
• Proficiency in Microsoft Excel and inventory management software.
• High level of accuracy and attention to detail.
• Good organizational and time management skills.
• Strong communication and interpersonal skills.
• Ability to work independently and under pressure.
• Problem-solving and decision-making skills.
• High level of integrity and accountability.
• Ability to maintain confidential information.
• Knowledge of FEFO (First Expiry, First Out) and FIFO inventory principles.
• Understanding of pharmaceutical storage requirements and Good Storage Practices.

Working Conditions:

• Monday to Saturday or as scheduled by Management.
• May be required to work weekends, public holidays, or overtime during stock counts and audits.
• Work may involve standing for extended periods and lifting inventory within approved safety limits.
• Regular travel between company branches and warehouse locations may be required.

Expected Behaviour:

• Demonstrate professionalism and integrity at all times.
• Maintain confidentiality of company information.
• Promote teamwork and collaboration across departments.
• Adhere strictly to company policies, SOPs, and regulatory requirements.
• Deliver excellent internal customer service to all branches and departments.
• Uphold the values and reputation of Tonia Pharmacy Ltd.