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