Store Officer at R-Jolad Hospital

Position Summary: The Store Officer plays a crucial role in maintaining accurate records, monitoring stock levels, and ensuring the timely distribution of items to support patient care and hospital operations.

This role involves maintaining accurate inventory records, monitoring stock levels, fulfilling requisition orders, and ensuring compliance with regulatory guidelines and quality standards.

Core Working Relationships/Key Stakeholders

Internal On-Site

• All department heads, Management team, Clinical and Non-clinical

External

• Vendors and suppliers, External Auditors, etc.
   

Accountabilities:
Shall work with and under the supervision of the Pharmacy Procurement Specialist.

Key Responsibilities

• Receive, inspect, and verify deliveries of drugs, medical supplies, and stationeries to ensure accuracy and quality standards.
• Maintain accurate inventory records using electronic inventory management systems or manual record-keeping
• Monitor stock levels, reorder points, and expiration dates of items, initiating procurement requests and replenishment orders as needed.
• Organize and arrange stock items in designated storage areas within the Central Drug Store, ensuring proper labeling, categorization, and storage conditions.
• Implement FIFO (first in, first out) and FEFO (first expired, first out) principles to minimize waste and ensure the integrity and freshness of perishable items.
• Fulfill requisition orders from various hospital departments, clinics, and units in a timely and accurate manner, ensuring proper documentation and recording of transactions.
• Conduct regular stock audits, cycle counts, and physical inventories to reconcile discrepancies, identify variances, and maintain inventory accuracy.
• Monitor compliance with storage requirements, temperature controls, and safety protocols for storing and handling pharmaceuticals, medical devices, and hazardous materials.
• Coordinate with the procurement specialist and vendors to facilitate the procurement process, including order placement, delivery schedule, and invoice reconciliation.
• Check for signs of damage, tampering, or contamination, and reject or quarantine items that do not meet quality assurance criteria.
• Implement proper handling practices, including segregation of incompatible items, to prevent cross-contamination, degradation, or spoilage of inventory.
• Regularly monitor expiration dates and shelf life of drugs, medical supplies, and stationeries, implementing rotation strategies and disposal protocols to remove expired or obsolete items from
• Implement recall procedures and communication protocols to ensure timely retrieval, replacement, or disposal of recalled products to minimize risks to patient safety and regulatory
• Maintain comprehensive records of inventory transactions, stock movements, and consumption patterns, generating reports and summaries as required by hospital management and regulatory
• Participate in emergency preparedness drills and training exercises to ensure readiness for managing inventory during emergencies, disasters, or supply chain disruptions.

Qualifications and Competencies

• Higher National Diploma/ Bachelor’s degree in Accounting, Finance, Business Administration, or related
• Proven experience as a storekeeper, inventory clerk, or similar role, preferably in a healthcare or pharmaceutical
• Knowledge of inventory management principles, stock control procedures, and regulatory requirements for handling pharmaceuticals and medical supplies.
• Familiarity with electronic inventory management systems, barcode scanning technology, and computerized record-keeping software.
• Proficiency in managing inventory systems, tracking stock levels, and ensuring accurate
• Ability to implement inventory control practices to prevent shortages and
• Knowledge of logistics processes, including receiving, storing, and distributing medical

Experience

• Previous work experience in a hospital or healthcare facility is highly
• Previous work experience in a hospital or healthcare facility is highly
• Specialized training in inventory management or logistics is
• Hands-on experience with maintaining accurate inventory records and managing stock
• Knowledge of best practices for maintaining compliance in inventory and storage

Key Skills

• Accuracy in recording and maintaining inventory
• Careful inspection of incoming supplies for quality and
• Strong organizational abilities to manage and arrange storage space
• Capability to prioritize tasks and manage time
• Basic knowledge of Microsoft Office applications, particularly Excel for tracking
• Ability to identify and resolve issues related to inventory discrepancies, supply shortages, and storage
• Effective verbal and written communication skills for interacting with suppliers, hospital staff, and other stakeholders.
• Ability to clearly convey inventory policies and
• Ability to perform physical tasks, such as lifting and moving supplies, standing for long periods, and managing large deliveries.
• Maintaining health and safety standards in the storage
• Maintaining accurate and up-to-date records of all inventory
• Ensuring proper documentation of received, stored, and distributed

Personal Qualities

• Dependable and punctual, ensuring that tasks are completed on
• Trustworthy in handling and managing hospital
• Honest and ethical behavior in all professional
• Commitment to upholding the hospital’s standards and
• Meticulous approach to work, ensuring accuracy and precision in all
• Vigilance in monitoring inventory and storage
• Flexibility to adjust to changes in inventory levels, supply chain disruptions, and hospital
• Openness to new processes and
• Ability to work collaboratively with other hospital departments and
• Willingness to support team members and contribute to shared
• Demonstration of a professional demeanor in all
• Commitment to continuous improvement and professional
• Focus on meeting the needs of hospital staff and ensuring timely supply of necessary
• Ability to provide excellent service to internal