Senior Associate - ICC Supply Chain

Role Purpose

1- Inventory Monitoring & Stock Accuracy;

• Monitor daily stock levels across assigned locations and update inventory records in the ERP system with accurate quantities, batch numbers, and expiry dates on the same day as each transaction.
• Perform periodic cycle counts and physical stock counts at assigned facilities, investigating and reporting discrepancies between physical stock and system records to management.
• Identify and report low-stock items, near-expiry materials, and slow-moving inventory before they become supply risks or compliance issues.
• Maintain organized storage areas in full alignment with SFDA storage standards, FEFO/FIFO principles, and CBAHI requirements at all times.
• Support the setup and calibration of stock parameters, including par levels and minimum quantities, by providing accurate consumption data to the line manager.

2- Receiving, Inspection & Storage Operations;

• Execute the physical receiving process for all incoming deliveries, inspecting items against the Purchase Order and delivery note for quantity, description, condition, batch number, expiry date, and SFDA registration before accepting any delivery.
• Reject and document non-conforming deliveries immediately and report them to management, with full details for follow-up with the Procurement team.
• Create Goods Receipt Notes (GRNs) accurately in the ERP system on the day of receipt, ensuring all item details, quantities, and batch information are recorded correctly.
• Store all received items in designated locations in accordance with FEFO/FIFO principles, GDP requirements, and any temperature or handling specifications applicable to the item.
• Ensure that all received items are labelled, tracked, and placed in the correct storage bin or location immediately upon acceptance.

3- Material Issuance, Transfers & Distribution;

• Process and fulfil material issuance requests from clinical teams, departments, and operational staff in a timely and accurate manner, confirming quantities, item descriptions, and batch selections before release.
• Execute inter-location stock transfers between clinics, departments, and storage areas through the ERP system, ensuring both source and destination records are updated accurately on the day of transfer.
• Apply FEFO principles to all stock issuances and transfers without exception, selecting the earliest-expiring batch first for all applicable items.
• Track all inbound and outbound stock movements and maintain a daily log of material transactions, flagging any irregularities to management.
• Coordinate with clinical teams to confirm receipt of issued materials and resolve any discrepancies in quantities or item descriptions promptly.

4- Demand Monitoring & Replenishment Support;

• Monitor stock levels daily against established par levels and minimum quantities, raising Internal Requests (IRs) in the ERP system promptly when replenishment thresholds are reached.
• Collect and consolidate consumption data from all assigned locations and submit accurate periodic consumption reports to management to support demand planning and procurement decisions.
• Identify items with rising or falling consumption trends and bring these to the attention of the line manager to support timely replenishment adjustments.
• Coordinate with clinical and operational end users to validate upcoming supply requirements and flag any anticipated demand spikes or unusual consumption patterns.
• Follow up on open replenishment requests and escalate any delays that risk a stockout to management without waiting to be asked.

5- Documentation, ERP Data Entry & Reporting;

• Ensure that every inventory transaction, receiving, issuance, transfer, adjustment, and return, is recorded accurately in the ERP system on the same day the physical transaction occurs.
• Maintain complete, organized, and accessible documentation for all supply chain transactions including GRNs, delivery notes, transfer orders, issuance records, and stock count sheets.
• Prepare periodic stock reports, consumption summaries, expiry tracking reports, and any other inventory reports requested by the management.
• Support internal and external audit activities by providing accurate, organized, and complete supply chain records on request and within the required timeframe.
• Flag and escalate any data entry errors, system discrepancies, or missing documentation to the line manager immediately upon discovery.

Skills

• Solid understanding of inventory management operations, receiving, issuance, transfers, adjustments, and returns
• FEFO/FIFO principles and batch/expiry tracking in a clinical or regulated storage environment
• SFDA storage and handling requirements for medical supplies, devices, and pharmaceuticals
• ERP system proficiency for inventory transactions, receiving, issuance, transfers, and stock adjustments
• GRN creation, stock reconciliation, and variance documentation
• Demand monitoring and replenishment request initiation
• Documentation accuracy and attention to detail, a single-entry error has downstream consequences
• Basic supply chain reporting, consumption summaries, expiry reports, and stock status
• MS Office proficiency
• Clear written and verbal communication in English; Arabic proficiency is required
• Ability to work effectively in a clinical environment and coordinate with healthcare professionals
• Physical ability to handle materials movement, including lifting, organizing, and inspecting stock at facility level
• Willingness and flexibility to work across multiple clinic locations as operational needs require
• Strong attention to detail and a zero-tolerance mindset for documentation errors and compliance shortcuts
• Proactive and self-motivated, identifies issues and escalates before they become problems
• Reliable, accountable, and consistent in daily execution
• Understanding of basic safety practices, infection-control standards, and quality requirements in a healthcare facility setting
• Comfortable operating in a fast-paced, growing environment where processes are actively being built and improved

Education