Department: Warehouse & Operations
Reports To: Company Pharmacist - Operational, CEO - Administratively
Direct Reports:
Operations Assistant
Warehouse Assistant
Delivery Personnel
PURPOSE STATEMENT
The purpose of the role is to oversee the warehouse operations in the branch, receiving and dispatching activities, fleet scheduling goods to customers, and facilitating the storage process. The role also ensures branch compliance with regulatory requirements.
PRINCIPAL CHALLENGES / CRITICAL ISSUES IN THE ORGANISATION
Context and challenges:
- In terms of distribution, it is difficult balancing quality (delivering on time) while at the same time
reducing costs
- Managing different supplier requirements for storage and warehouse arrangement.
- Vehicle breakdowns affecting delivery times.
- Interdepartmental challenges in providing products/services to clients.
- System changes being made at Head Office (Paris).
Main Interfaces:
- Telesales Supervisor, in relation to complaints regarding late deliveries and availability of stock.
- Warehouse Manager, in relation to branch transfers.
- Company Pharmacist, regarding the DDA (Dangerous Drug Act) as well as cold room regarding best practice
- Quality & Security Manager, with respect to quality procedures.
- Operations manager/director regarding the branch outage rates
AREAS OF RESPONSIBILITIES AND EXPECTED RESULTS
Key Responsibilities (KPAs):
Warehouse Operations
- Facilitate stock management through maintaining adequate stock levels and defining appropriate product mix
- Implementation of good distribution practices and procedures that have been developed
- Managing team and assigning duties to staff working in the branch operations section
- Ensuring the proper and timely dispatch of goods to customers and HQ transfers
- Ensure effective allocation of routes that customer orders are supplied in agreed timeframes
- Ensure products are stored in the right conditions
- Maintaining general cleanliness and safety in the warehouses
- Handling enquires from sales staff and branches regarding the availability of goods and outages
- Pass all damages in the system
- Ensure proper document handling and record keeping
- Ensure appropriate arrangement of goods in the warehouse according to required standards
- Take proactive actions in expiry and overstocking cases by carrying out random checks
- In collaboration with the Company Pharmacist ensure effective DDA stock management
- Contain and investigate any losses of stock in the warehouses
- Ensure proper records are kept for all drugs
Quality & Management Systems
- Develop internal branch processes in liaison with management and quality department
- Implement internal controls for the processes and constantly review their adequacy
- Regularly review the processes with the aim of improving the branch efficiency and effectiveness
- Ensure compliance with Good distribution/ storage practices in line with the World Health Organization requirements to guarantee;
Products preservation
Patient safety
Identification and traceability of all products and batches
- Ensure the branch complies with Pharmacy and poisons boards requirements plus any other statutory regulation for pharmaceutical distributors/ businesses
And performs any other duties as assigned by the supervisor from time to time
LEVEL OF AUTHORITY
- Must gain authorisation for expenses from the Operations Director.
- Issuing stock outside of standard protocols, e.g., issuing stock for promotions requires authorisation.
- This role is also required to implement warehouse policies/methods, and/or advise on amending existing practices.
- And performs any other duties as assigned by the supervisor from time to time.
KEY DIMENSIONS (FINANCIAL AND UNIT MEASURES)
General Dimensions
Control of damaged, defaced, and broken items.
Safety of stock (missing/stolen).
Outage rate at branch level.
Staff: Direct reports include Drivers & Warehouse Assistants.
QUALIFICATIONS, EXPERIENCE AND KNOWLEDGE REQUIREMENTS
- Minimum 2 years’ experience in warehousing (preferably pharmaceutical).
- Knowledge of warehousing, especially handling controlled substances.
- Understanding of pharmaceutical supply chain logistics.
- Knowledge of GDP and PV audits and regulatory requirements.
