Service Title: Warehouse keeper (Pharmaceutical Warehouse Management Service Provider) 
Duty Station: Maqbanah District, Taiz
Contract Type: Third-Party Service Contract 08 Months
Sector: Health
Activities: Activity 1.2.1 and Activity 1.2.3 – Pharmaceutical Supply and Warehouse Management Service

Service Summary

The Pharmaceutical Warehouse Management Service Provider will be responsible for the safe and effective management of project-funded medicines, medical supplies, laboratory reagents, and other health commodities in the targeted health facilities and designated storage areas in Maqbanah District.
The service provider will ensure proper receipt, storage, inventory management, stock control, documentation, and distribution of health commodities in accordance with applicable pharmaceutical storage standards, organizational procedures, and project requirements.
The service provider will work closely with the Health & Nutrition Officer, Logistics team, and supported health facilities to maintain accurate stock records, prevent stockouts and wastage, monitor batch numbers and expiry dates, and ensure the timely availability of essential health commodities.

Key Responsibilities and Deliverables

1. Receipt and Verification

• Receive project-funded medicines, medical supplies, laboratory reagents, and other health commodities.
• Verify quantities, product descriptions, batch numbers, expiry dates, packaging condition, and supporting documentation.
• Document and immediately report shortages, damages, discrepancies, or non-compliant items.
• Maintain complete Goods Received Notes and other approved receiving documentation.

2. Storage and Stock Control

• Store commodities safely and systematically according to applicable storage requirements.
• Maintain appropriate cleanliness, organization, ventilation, temperature monitoring, and security.
• Apply FEFO and FIFO where appropriate.
• Clearly segregate expired, damaged, quarantined, or unusable commodities.
• Maintain updated stock cards, bin cards, electronic records, or approved inventory tools.

3. Distribution and Facility Coordination

• Prepare commodities for distribution based on approved requests and distribution plans.
• Ensure all stock releases are authorized and properly documented.
• Coordinate with the five supported health facilities and the Health & Nutrition Officer to facilitate timely distribution.
• Maintain delivery notes, issue vouchers, stock movement records, and facility acknowledgement documents.
• Monitor near-expiry items and coordinate timely redistribution or other approved action where feasible.

4. Inventory Monitoring and Reconciliation

• Conduct regular physical stock counts and reconcile physical balances against stock records.
• Track batch numbers, expiry dates, receipts, issues, transfers, adjustments, and balances.
• Monitor minimum and critical stock levels and promptly flag potential stockouts.
• Report losses, damages, discrepancies, and unexplained stock variations immediately.
• Support consumption-based forecasting and replenishment planning.

5. Reporting and Verification

• Submit monthly stock and inventory reports covering receipts, issues, balances, stock movements, near-expiry items, losses, damages, and discrepancies.
• Provide supporting records required for monitoring, audit, and payment verification.
• Participate in physical inventory verification and reconciliation exercises.
• Maintain documentation required for donor and organizational compliance.

Monthly Deliverables

Payment will be linked to verified monthly deliverables, including:

• Updated stock and inventory records.
• Complete receipt and stock-release documentation.
• Physical stock count and reconciliation records.
• Updated batch and expiry-date tracking.
• Evidence of FEFO application.
• Monthly stock-status report.
• Report of stockouts, near-expiry items, losses, damages, and discrepancies, where applicable.
• Documentation of distributions to supported health facilities.
• Evidence of replenishment and consumption monitoring.
• Any additional records required for verification, audit, or project compliance.

Coordination and Accountability

The service provider will coordinate with the Health & Nutrition Officer and Logistics team and maintain documented coordination with the supported health facilities.
For stock verification and reconciliation, monthly records should be reviewed and jointly acknowledged by the Warehouse Service Provider and the designated project/health focal point. Any discrepancy or unexplained variance must be documented and escalated immediately through the approved organizational procedures.

Performance Standards

The service provider is expected to maintain:

• Accurate and up-to-date stock records.
• Safe and appropriate storage conditions.
• Proper FEFO application and expiry monitoring.
• Complete documentation of all stock movements.
• Timely reporting of shortages, losses, damages, and discrepancies.
• Timely support to replenishment and facility distribution.
• Compliance with applicable pharmaceutical, warehouse, donor, and organizational procedures

Required Qualifications and Experience

• Diploma or Bachelor’s degree in Pharmacy, Pharmaceutical Sciences, Medical Laboratory Sciences, Supply Chain Management, Logistics, or a related field.
• A qualified pharmacist or pharmaceutical professional is preferred.
• At least 1–2 years of relevant experience in pharmaceutical warehouse management, medical supply management, inventory control, or health supply-chain operations.
• Previous experience with humanitarian or health projects is preferred.
• Good knowledge of pharmaceutical storage, stock control, inventory documentation, and FEFO principles.
• Ability to maintain accurate stock cards, inventory records, and warehouse documentation.
• Good computer skills, particularly Microsoft Excel and electronic inventory systems.
• Strong organizational skills and attention to detail.
• Ability to coordinate effectively with health, logistics, and facility teams.
• Good communication and reporting skills.
• Ability to work independently and maintain accurate records under pressure.

Monthly Service Deliverables

Payment will be linked to verification of the following monthly deliverables:

• Updated stock cards and inventory records.
• Complete records of receipts and stock releases.
• Physical stock count and reconciliation records.
• Updated batch number and expiry-date tracking.
• Evidence of application of FEFO principles.
• Monthly stock status and inventory report.
• Report of stock shortages, near-expiry items, losses, damages, and discrepancies, where applicable.
• Documentation of distributions and deliveries to supported health facilities.
• Evidence of coordination and replenishment planning.
• Any additional warehouse or stock-management records requested by the project.

Contract and Payment

The service will be provided under a Third-Party Service Contract for eight months. Payment will be made based on verified monthly service deliverables and satisfactory completion of the agreed warehouse and pharmaceutical management services.
All payments will be subject to applicable taxes, statutory deductions, and withholding requirements in accordance with applicable regulations and organizational procedures.

Performance Standards

The service provider is expected to maintain:

• Accurate and up-to-date stock records.
• Proper storage and handling of medicines and medical supplies.
• Timely reporting of shortages, discrepancies, losses, and expiry risks.
• Proper documentation of all stock movements.
• Effective application of FEFO principles.
• Timely support to replenishment and distribution activities.
• Compliance with applicable pharmaceutical, warehouse, and organizational procedures.