Position: Medicine Security Officer

About Americares
Americares is a health-focused relief and development organization that saves lives and improves health for people affected by poverty or disaster. Each year, Americares reaches more than 90 countries, including the United States, with life-changing health programs, medicine and medical supplies. Americares is the world’s leading nonprofit provider of donated medicine and medical supplies. For more information, visit americares.org.

Location: Monrovia
Length: 12 – months with possibility to extend based on performance and budget
To serve as Medicine Security Officer and will work closely with Country Director, Finance and Operations Manager, other in-county staff and headquarters staff.

The officer will be directly responsible for managing the Americares Warehouse, including its maintenance and organization, to ensure that commodities are properly stored and can easily accessed. The officer will also be forecast product needs, analyze product offers, and facilitate all inbound shipments with the freight forwarder and customs clearing agent. S/he will generate monthly and quarterly activity and inventory reports and will actively work to minimize the expiry of products. The officer will be expected to use Americares inventory software and will actively distribute commodities to Americares Partner. The office will also be responsible for the Gift-in-Kind sub-recipient partner network management, including identifying, vetting, onboarding, and monitoring partners for compliance with requirements.

Position Summary Warehouse Management
Contribute to the periodic review and update of warehouse and partner management procedure for Americares Liberia in accordance with approval from Americares HQ
Ensure proper warehouse management, including proper storage, organization documentation, temperature, monitoring, and arrangement of stock
Manage emergency preparedness and response stock, sequester such stock and ensure it is used inline with applicable Americares guidelines
Ensure warehouse maintenance or repairs are completed with high quality after securing appropriate approvals, develop a budget and track expenses for any necessary infrastructure improvements
Conduct monthly cycle counts and annual full physical inventory counts of product to ensure the physical inventory matches what is in the FIT tool and share findings with CD and HQ. Take appropriate action to rectify any discrepancies as applicable
Conduct quality assurance checks on products during cycle counts and full inventory counts
Generate and share monthly and quarterly activity and inventory reports with CK and HQ, highlighting any short date inventory items
Prepare a budget and destruction plan for any items that need to be disposed of and follow appropriate waste management guidelines
Acceptance and Receipt of Gift-In-Kind Commodities
Forecast partner product need and impact its available to HQ staff through the partner priorities survey database and other communication routes
Make pre-acceptance sub- distribution and allocation plans regarding where accepted products would go, and obtain approval for these plans from CD and HQ
Work with the CD, HQ freight forwarder, and customs clearing agent to arrange for importation and clearing of products, as well as shipment from the airport or seaport to warehouse
Check Shipping documents to ensure that all products that were supposed to be shipped arrived at the warehouse as expected and send confirmation of receipt paperwork to HQ
Ensure that a record is kept of all products entering and leaving the warehouse using the FIT Tool
Register and enter all procured products for donation and FIT Tool to keep records of product purchase and distribution
Distributions of Gift-In-Kind Commodities
Identify new potential GIK Partners in line with Americares requirements and strategic plans
Assist partners throughout application and vetting process and ensure all portions of their applications are completed and inline with Americares requirements and strategic plan
Onboard approved partners and ensure they complete the partner priorities survey and that their responses are incorporated into the consolidated priorities list for the Liberia office
Ensure monthly distribution plans are developed and approved for GIK Commodities
Proactively build and offer shipments to Partners based on their communicated need consumption rates, and the prepared distribute GIK commodities to health facilities, prior to shipping, including approvals from HQ prior to shipping any designated Emergency Response Products
Distribute products using a first to expire first out (FEFO) methodology and proactively identify and create distribution plans for short-dated items to minimize expires
Ensure proper documentation and supervision of the picking, loading, moving, offloading, and delivery of products
Ensure all waybills for deliveries and properly signed and filed electronically to the FIT tool and in paper in the office. Record all product movement in the FIT tool
Maintain updated shipping information in the FIT Tool of all approved GIK partners
Maintain an electronic record of signed agreements between Americares and GIK partners, as well as paper files of those documents
Follow up with all partners in line with site visit SOPs to monitor whether commodities are being used as agreed and if all Americares requirements are being met by partners
Complete and share all site visit reports with CD and HQ and notify CD and HQ if there are any issues with partners compliance
Ensure that partners who are further sub-distributing Americares donations submit distribution reports for Commodities
Ensure partners complete annual partnership renewal paperwork and update information and / or documentation/licenses before they expire

Core Americares Responsibilities Foster Americares values of responsiveness, results orientation, collaboration, efficiency and integrity
Coach, support and develop staff to increase individual and team effectiveness
Develop and manage implementation of plans to increase team operating performance, including SOPs and other efficiency initiatives
Americares Values

WE ASK AND LISTEN TO CREATE SUSTANIBALE SOLUTIONS FOR A HEALTHIER TOMORROW
WE CREATE GLOBAL COMMUNITY TREATING PEOPLE AS THEY WANT TO BE TREATED
WE RESPOND EFFECTIVELY AND RESPONSIBLY, PUTTING PLAN INTO PRACTICE
WE EMBED EHTICS AND EQUITY IN OUR WORK AND WORKPLACE
WE ARE BETTER TOGETHER, PARTNERSHIP IS AT OUR CORE
WE COMMIT TO QUALITY, GROWING AND IMPROVING TO ENSURE INDIVIDUAL AND COMMUNITIES THRIVE

Skills, Experience and Qualifications
Two to five years of inventory and warehouse management, logistics, and operations experience
Experience working and liaising with local partners, NGOs and MOH health facilities
Experience coordinating with national and county government units
Strong communication, organization and relationship building skills
Strong English language written and verbal skills
Must have unrestricted authorization to work in Liberia
Fluent in Microsoft Office Tools – Word, excel, Power point and SharePoint
Experience working in resources limited settling for public agencies or non-profits preferred
Bachelor’s degree or equivalent required in a related field – Preferred

Americares is committed to ensuring safe and accountable workplaces and programs. Our code of conduct, organizational values, and policies and procedures help to safeguard the welfare of everyone working for and participating in Americares programs. Americares is committed to the prevention of all types of abuse, discrimination, harassment, and exploitation. Employment with Americares will be subject to appropriate screening, reference, credentials, and background checks. By applying to our organization, job applicants confirm their understanding of and consent to our procedures during recruitment, and to adhering to our values and commitment to safe and accountable workplaces and programs as an employee.

This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended at any time at the sole discretion of Americares. At any point in the recruitment process, we may request additional information to confirm qualifications. Any misrepresentation of qualifications in any stage of the process will prevent the applicant from moving forward in the process.