Stores Officer NGO Jobs – Infectious Diseases Institute (IDI)

Job Title:   Stores Officer
Organisation: Infectious Diseases Institute (IDI)
Funding Source: Centers for Disease Control and Prevention (CDC)
Duty Station: Kampala, Uganda
Reports to: Pharmacy Team Leader

About US:
The Infectious Diseases Institute (IDI) is an international non-profit organization which is a partnership of infectious diseases and public health specialists. The overall objective of the IDI is to strengthen health systems with strong emphasis on Infectious Diseases, through Research and Capacity Development. IDI has five operational areas through which it works to achieve its mission: Prevention, Care and Treatment; Training, Research and Laboratory services (provided through a partnership with the Makerere University - John Hopkins University Core Lab) and Outreach.

About CDC Project:
Infectious Diseases Institute (IDI) received funding from Centers for Disease Control and Prevention (CDC)/PEPFAR to implement a comprehensive HIV/AIDS services in the mid-western Uganda Districts of Kiboga, Kibaale, Kyankwanzi, Hoima, Masindi, Buliisa and Kiryandongo. The project is called “Accelerating Comprehensive HIV/AIDS Service Delivery through Health System Capacity Building and Technical Assistance of District Health Teams and Health Facilities in Western and West Nile Regions in the Republic of Uganda under PEPFAR.”

Job Summary: The Stores Officer will be responsible for ensuring the smooth running of all stores activities including receiving, storage, inventory management and dispatch of all items kept in the Store.

Key Duties and Responsibilities: 
  • Coordinate with procurement to receive commodities from suppliers
  • Conduct due diligence to ensure all commodities entering or leaving the stores meet minimum acceptable standards in terms of quality and shelf life.
  • Ensure proper zoning, labeling and storage of items in the Store.
  • Ensure order and efficient utilization of available storage space
  • Ensure the implementation of a Maximum – Minimum Inventory Control System
  • Ensure that storage and dispatch of commodities is based on a FEFO System
  • Carry out physical inspection of health care commodities to ensure that all products are of good quality.
  • Conduct physical inspections to ensure that the Stores is clean and well maintained at all times
  • Manage all entry and exit of personnel and commodities into and out of the store.
  • Ensure that Warehouse safety is maintained at all times
  • In charge of coordinating with the Project Administrators, Fleet Officer and the different health facilities to monitor all shipments and ensure that supplies to the different facilities are received.
  • Ensure that adequate security measures are implemented to prevent theft and/ or damage of items in the stores.
  • Take overall responsibility for the safety of all items held in the Stores.
  • Collects supplies from suppliers like NMS, Joint Medical Stores.
  • Ensure that stock status updates are circulated monthly
  • Coordinate with the various technical teams to ensure quarterly forecasts are prepared and submitted on time to prevent stock outs.
  • Coordinate with the Logistics teams to create a Model Store that can be used as a learning center for facilities supported by the project.
  • In charge of keeping records of all transactions in the Stores, including receipt of goods, dispatch of goods and any Transfers- In and Transfers- Out.
  • Responsible for updating and maintaining both the Electronic and manual Stores Databases
  • Participation in periodic Physical Counts to reconcile physical stock with the manual and electronic records
  • In charge of monitoring Stock levels and Expiry dates of all items in stock.
  • Generation of monthly and quarterly Stock reports, including AMC, Expiry date warnings, risk of stockout
  • Perform any other related duties as assigned by the Pharmacy Team Leader.

Qualifications, Skills and Experience: 
  • The applicant for the Infectious Diseases Institute (IDI) Stores Officer vacancy should preferably hold a Degree in Business Administration, Procurement and Supply Chain Management or in any related field.
  • At least three years of related work experience in HIV/AIDS Programs
  • Broad working knowledge of medical supplies is an added advantage
  • Broad understanding of Good Storage Practice
  • Excellent written, oral communication and report writing skills
  • Broad knowledge and understanding of Procurement and Supply Chain M&E
  • Good knowledge of computer applications.
  • Good leadership and interpersonal skills
  • Fluency of the local languages within the supported districts is desirable.

How to Apply:
All suitably qualified and interested candidates should send their application cover letters with a detailed CV, naming at least two professional referees to:

The Human Resources Manager,
Infectious Diseases Institute,
P.O. Box 22418, Kampala, Uganda

NB: Only shortlisted candidates will be contacted for interviews.

Deadline: 4th March, 2016 by 5:00 PM

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