Role Summary:

Under the guidance of the warehouse & Distribution Manager, coordinates pharmaceutical inventory operations, including receiving, inspecting, data entry to ensure compliance with GDP standards, batch and expiry tracking, and real-time EMR updates. Supports timely, accurate dispatch of pharma products, cold chain management, and audit readiness.

Key Responsibilities:

Oversee receiving, quarantine checks, and EMR entries for all pharmaceutical deliveries.

Enforce FEFO and monitor expiries through routine bin checks and reconciliations.

Ensure that Stock Controllers (pharma) are properly doing the packing, labeling, and cold chain handling of pharma.

Support dispatches and urgent top-ups with validated documentation.

Prepare for and participate in GDP audits.

Ensure full traceability of batches and cold chain validation in EMR.

Maintain clear segregation between received, quarantined, and stocked pharma inventory.

Support in stock counts, reconciliation, cycle counts, and regular cleanup for pharma items.

Collaborate with Logistics Officers to prepare products aligned with route schedules.

 Work closely with clinical teams, procurement, warehouse operations, and quality assurance to maintain optimal stock levels, ensure real-time inventory visibility.

Key qualifications, Skills & Education

 Education & Certification

Diploma or Degree in Pharmacy, Pharmaceutical Technology, or a related healthcare discipline.

(Registration with the Pharmacy and Poisons Board is a must.)

Additional training in Supply Chain Management, Logistics, or Inventory Control is highly desirable.

Certification in Good Distribution Practices (GDP) or cold chain management is an added advantage.

Experience

Minimum 5 years of experience in pharmaceutical inventory management, preferably in a healthcare setting or multi-location environment.

Proven experience in batch tracking, expiry monitoring, stock reconciliation, and cold chain management.

Experience working with a patient management system or inventory tracking systems (Power BI or Excel-based tracking tools are a plus in the absence of an ERP).

Skills & Competencies

Strong knowledge of GDP, MOH regulations, and other pharmaceutical handling guidelines.

Ability to interpret and implement standard operating procedures (SOPs) and inventory policies.

High attention to detail and data accuracy.

Strong communication and coordination skills, especially when working with clinical teams, procurement, and warehouse personnel.

Proficiency in Excel, stock reporting, and the ability to work with system-integrated inventory workflows.

Ability to train or mentor junior staff on best practices in pharmaceutical inventory.

Personal Attributes

Proactive, organized, and able to manage competing priorities.

Commitment to quality, safety, and accountability in a healthcare setting.

Integrity, professionalism, and a continuous improvement mindset