Logistics Assistant MedLog

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future. Background The International Rescue Committee (IRC) is one of the world's largest humanitarian agencies, providing relief, rehabilitation, and post-conflict support to victims of oppression and violent conflict in 42 countries. IRC is committed to bold leadership, innovation, and creative partnerships. South Sudan, an independent nation since 9th July 2011, is emerging from decades of brutal civil war rooted in disputes over religion, ethnicity, resources, governance, and self-determination. The security situation remains fragile, and the operational context is challenging. IRC has been in South Sudan since 1989 and currently operates in Northern Bahr el Ghazal, Lakes, Unity, Upper Nile, and Central Equatoria States. This position sits within IRC South Sudan's Supply Chain function and supports both general field-office inventory/asset management and the pharmaceutical and cold-chain logistics needs of IRC's health programs in responding to emergency in Akobo. Job Overview The Logistics Assistant Med Log is responsible for the efficient coordination, supervision, and management of warehousing, inventory, and asset/property functions at the IRC field office, while also serving as the dedicated focal point for receiving CIKs and management, and reporting of any Warehouse related activities. Advise on the storage space needs as the program Implementation grows and plans. S/he will act as the bridge between the Supply Chain team and the Health Unit, ensuring that both general inventory/asset management and medical commodity management are carried out to IRC, donor, national Ministry of Health (MOH), and international drug-management standards. Key Responsibilities/Duties 1. Pharmaceutical, Vaccine & Cold Chain Management - Ensure, cold chain items, medicines, and medical supplies are properly stored in the warehouse and compliant with international, national, and IRC drug management standards and protocols. - Maintain accurate stock records, submit periodic supply requisitions, and ensure safe Medicines and vaccine storage in the warehouse. - Ensure documentation and reporting of all medical commodities, vaccine, and cold chain data, including vaccine wastage, from all project locations. - Assist health officers and County Health Departments (CHDs) in developing micro-plans, including drafting monthly and annual progress reports and vaccine forecasts for adequate and timely supply of vaccines and logistics; distribute to session sites as per the micro-plan. - Immediately report any breach of the cold chain or other protocol to the technical supervisor and line manager to allow for timely corrective response. - Ensure injection safety, including proper waste disposal and daily temperature monitoring/recording, per national protocols and guidelines. - Implement GSC SOPs on pharmaceutical inventory management and follow up the essential drug list (EDL) in collaboration with the Country Pharmacist. - Check that deadlines for medicine, pharmaceutical, and vaccine deliveries to designated field sites are respected; flag short-expiry items for early distribution. - Ensure dedicated, temperature-controlled space is allocated for sensitive medicines, vaccines, and other pharmaceuticals, and that temperature control devices are recorded and always reported. - Support medical data collection, entry, analysis, and reporting in collaboration with M&E and the Emergency Coordinator. 2. Materials Receiving, Dispatch & Warehouse Documentation - Manage and document the materials receiving process (handling and storage), and inspect materials during dispatch, maintaining up-to-date documentation. - Monitor potential inventory shortages and provide regular updates on stock levels. - Organize a cold chain system to ensure "keep-cool" items are handled appropriately and manage all Contribution in Kind (CIK) and closed-grant inventory. - Organize replenishment of field drug warehouses as need arises, based on approved requisitions. - Update stock cards, bin cards, and the inventory system regularly; implement standard warehouse documentation (Delivery Reports, Waybills, Store Release forms, Bin Cards, Stock Cards). - Maintain the Warehouse Activity Book (Warehouse Register) for all incoming and outgoing receipts and activities and ensure the Warehouse Authorization Schedule is up to date and displayed. - Ensure consistency of warehouse documentation and reporting, including dispatch documents, waybills, distribution, and/or donation letters. - Report any loss or damage of pharmaceuticals, vaccines, or other supplies observed during shipment or delivery to management through documentation. - Inspect samples of delivered supplies and check for conformity upon goods receipt and during dispatch, using order documentation and receipt SOPs. 3. Warehouse Controls & Safety - Participate in and produce accurate reports for year-end count exercises and fully participate in the 20% inventory cycle count for all stock kept in the warehouse. - Conduct internal inventory checks and maintain records of all cycle counts; ensure physical inventories are conducted monthly and communicated to the health program and Supply Chain. - Implement FIFO, FEFO, and LIFO procedures for goods in the warehouse, and drive improvements in stock reporting accuracy for medicines and medical supply inventories. - Ensure the warehouse is restricted to visitors, with appropriate signage displayed in strategic locations, and manage casual laborers working in the warehouse. - Implement clear safety procedures; ensure maintenance of warehouse buildings, fittings, and equipment. - Ensure the warehouse is regularly fumigated against pests, rats, and rodents, and that fire extinguishers are maintained and serviced regularly. - Work with the Safety, Security, and Admin team on warehouse safety and security measures, and prepare plans for improvement. 4. Asset & Property Management - Take the lead on assets and property management, including needs assessments and implementation of donor requirements (e.g., UNHCR, USAID, DFID, MOH, UN, USG, EU, SV, and other private donors), and South Sudanese government regulations. - Develop assets running-cost analyses and ensure reporting accuracy. - Conduct periodic spot checks on asset movements and maintain transfer records of assets between the Juba office and field sites. - Ensure all assets are controlled and managed properly in accordance with donor-specific policies and implement/maintain standard IRC asset management policies and procedures. - Update the Asset Register, Asset Inventory List, and Expendable Store Inventory List, and produce monthly reports. - Work closely with the Supply Chain Coordinator on asset disposal processes (donation, auction, transfer), disposing of IRC assets per donor regulation, approval, and organizational policy. - Visit field sites or partner offices for asset inventory (physical counts) during reporting periods and pull updated asset lists for end-of-grant reporting. 5. Field Support, Training & Quality Assurance - Provide day-to-day orientation and training to storekeepers and EPI vaccinators on warehouse forms and stock-rotation mechanisms (FIFO/FEFO). - Conduc