Company Description

Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) is on a mission to create a world where no mother, child, or family is devastated by HIV and AIDS, and we are making an impact. We are a proven leader in the global fight to end HIV and AIDS, and an advocate for every child to live a full and healthy life into adulthood. For more than 30 years, EGPAF has been a leader in meeting urgent needs in pediatric HIV and AIDS in the world’s most affected regions. We carry out our values of passion, innovation, teamwork, leadership, integrity, excellence and equity every day, while maximizing our impact in the communities we serve. EGPAF currently supports national, district, and local governments, facilities, communities, and non-governmental partners. In 2020, EGPAF’s global footprint spans 15 countries. To date, EGPAF has supported over 15,000 sites to offer HIV counselling, prevention, diagnosis, and treatment services alongside high-quality family health care. Join us on our fight for an AIDS-free generation!

EGPAF has worked in Malawi since 2001. Today, EGPAF Malawi implements evidence-based HIV prevention, care and treatment interventions in 177 health facilities in nine districts through EGPAF’s U.S. President’s Emergency Plan for AIDS Relief/U.S. Centers for Disease Control and Prevention (PEPFAR/CDC) – funded Achieving HIV Epidemic Control through Scaling Up Quality Testing, Care and Treatment in Malawi.

Job Description

The Associate Warehouse Officer is responsible for managing the Warehouse, and overall responsibility for managing all receipts and distribution of stock in the Warehouses

Stock and Store Management

• Processes inventory requests and validates receipt of goods and materials against requirements; ensures inventory requests are fulfilled.
• Ensure that all goods received are recorded in standard templates and are stored and handled as per procedures of safety, security, accountability, and transparency.
• Ensure that all store transaction paper works kept filed as per the filing system.
• Ensure that all the items stored in the warehouses are recorded in the Warehouse Management system.
• Facilitate quarterly stock reconciliation and conduct mid- and annual year stock-taking as per standards with coordination from the Warehouse officer.
• Produce monthly warehouse reports as Warehouse and Inventory standards operating procedures.
• Keep up-to-date cards and files on all stocks in the soft copy tool of the Stock Monitoring Sheet.
• Disseminate store records (SMS) on monthly basis to SMT and program staff.
• Ensure all stock is in its correct positions and easily accessible.
• Updating of stock/bin cards and SMS on a daily basis.
• To physically verify all stocks received and dispatched.
• Ensuring that all the proper paperwork is done that is Internal Requisition Forms, Delivery notes, Goods Receipt Notes, Packing Lists, and any other documentation.
• Completion of Goods Receipt Notes after every receipt with coordination with the Warehouse officer and procurement staff.
• Daily monitoring of stock levels.
• Organization of the loading and unloading of goods from vehicles.
• Ensuring the correct amount of stock leaves the stores as authorized.
• Immediate reporting of all missing stock or any observed discrepancies.
• Ensure that all stock/bin cards are kept up to date at all times.
• Always check on stocks’ expiry dates and use the FIFO procedure to minimize losses through unobserved expiries.
• Thorough cleaning of all stores should be done weekly.
• Floors should be kept free of all obstacles.
• Stores kept free of vermin.
• Stores should be kept in an orderly manner.
• Ensuring that all stocks are secure and stock levels are per their level on the appropriate bin card.
• Ensuring that the stores are in a lockable state and quickly reporting on any insecurities in the stores.

Distribution of Stock

• Management of internal requisition forms for local stock.
• Generation of Goods revived notes and Packing lists for all stock to be transferred to a secondary warehouse or final destination.

File Management

• Maintain all folders in an orderly fashion, including
• GRN & Packing Lists
• Stock Cards
• Bin Cards

Qualifications

• Diploma in Logistics and Supply Chain Management or its equivalent
• Excellent organizational skills
• Skills in computer Packages – Excel, Word, PowerPoint, Access
• Excellent communication skills
• Be able to work independently
• Prior experience working in a warehouse environment

• Processes inventory requests and validates receipt of goods and materials against requirements; ensures inventory requests are fulfilled.
• Ensure that all goods received are recorded in standard templates and are stored and handled as per procedures of safety, security, accountability, and transparency.
• Ensure that all store transaction paper works kept filed as per the filing system.
• Ensure that all the items stored in the warehouses are recorded in the Warehouse Management system.
• Facilitate quarterly stock reconciliation and conduct mid- and annual year stock-taking as per standards with coordination from the Warehouse officer.
• Produce monthly warehouse reports as Warehouse and Inventory standards operating procedures.
• Keep up-to-date cards and files on all stocks in the soft copy tool of the Stock Monitoring Sheet.
• Disseminate store records (SMS) on monthly basis to SMT and program staff.
• Ensure all stock is in its correct positions and easily accessible.
• Updating of stock/bin cards and SMS on a daily basis.
• To physically verify all stocks received and dispatched.
• Ensuring that all the proper paperwork is done that is Internal Requisition Forms, Delivery notes, Goods Receipt Notes, Packing Lists, and any other documentation.
• Completion of Goods Receipt Notes after every receipt with coordination with the Warehouse officer and procurement staff.
• Daily monitoring of stock levels.
• Organization of the loading and unloading of goods from vehicles.
• Ensuring the correct amount of stock leaves the stores as authorized.
• Immediate reporting of all missing stock or any observed discrepancies.
• Ensure that all stock/bin cards are kept up to date at all times.
• Always check on stocks’ expiry dates and use the FIFO procedure to minimize losses through unobserved expiries.
• Thorough cleaning of all stores should be done weekly.
• Floors should be kept free of all obstacles.
• Stores kept free of vermin.
• Stores should be kept in an orderly manner.
• Ensuring that all stocks are secure and stock levels are per their level on the appropriate bin card.
• Ensuring that the stores are in a lockable state and quickly reporting on any insecurities in the stores.
• Management of internal requisition forms for local stock.
• Generation of Goods revived notes and Packing lists for all stock to be transferred to a secondary warehouse or final destination.
• Maintain all folders in an orderly fashion, including GRN & Packing Lists, Stock Cards, Bin Cards.

• Excellent organizational skills
• Skills in computer Packages – Excel, Word, PowerPoint, Access
• Excellent communication skills
• Be able to work independently

• Diploma in Logistics and Supply Chain Management or its equivalent
• Prior experience working in a warehouse environment