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.
• This role reports to the Stock controller.

Performance Responsibilities:

• Receive, inspect, and verify deliveries of lab diagnostic supplies, medical supplies, and stationeries to ensure accuracy and quality standards.
• Maintain accurate inventory records using electronic inventory management systems or manual record-keeping methods.
• 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 Bulk 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.

Quality Assurance:

• 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 inventory.
• Implement recall procedures and communication protocols to ensure timely retrieval, replacement, or disposal of recalled products to minimize risks to patient safety and regulatory compliance.
• Maintain comprehensive records of inventory transactions, stock movements, and consumption patterns, generating reports and summaries as required by hospital management and regulatory agencies.
• Participate in emergency preparedness drills and training exercises to ensure readiness for managing inventory during emergencies, disasters, or supply chain disruptions.

Qualification Required & Experience

• Higher National Diploma/ Supply Chain, Finance, Business Administration, or related field.
• Proven experience as a storekeeper, inventory clerk, or similar role, preferably in a healthcare or pharmaceutical setting.
• 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.
• Strong attention to detail, organizational skills, and accuracy in data entry and record-keeping.
• Excellent communication skills, teamwork abilities, and customer service orientation.
• Ability to work independently with minimal supervision and prioritize tasks in a fast-paced environment.

Location: Accra