Store Officer - The Bank Hospital

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