Action Against Hunger/Action Contre La Faim (AAH/ACF) is a Non-Governmental Organization (NGO) that was created in France in 1979. AAH/ACF has been active in Afghanistan in the medical, nutrition, food security, and water and sanitation fields since 1995.  AAH/ACF improved access to health and nutrition services for the most vulnerable people, who live in remote areas without a local health system. In particular, the country team supported pregnant and breastfeeding women and children under five, who are at greater risk of malnutrition. Nutrition programmes rely on an integrated approach, addressing both primary and underlying causes, in order to have a lasting impact on nutritional status.  The country team worked at community level, in villages and at provincial level, strengthening the public health system. It also worked at national level to ensure reliable information about the nutritional situation reached the wider humanitarian community. Covid-19 prevention was integrated into all interventions and additional response activities were implemented, such as the disinfection of health facilities and public places, cash assistance, psychosocial support and the distribution of hygiene kits to affected populations.

Job Purpose:

Ensure efficient and effective management of the pharmacy warehouse in Kabul with a particular focus on proper warehouse management, inventory, transportation and documentation management in line with ACF medical supplies and logistics and warehouse management SoPs and protocols. 

Objective 1:  Efficient handling of incoming/outgoing stocks or shipments:

• Understand and fully implement ACF stock management policies and procedures.
• Receive and verify the accuracy of incoming and outgoing shipments that include medicine, pharmaceuticals, NFI, and other food items.  
• Prepare appropriate documentation for shipment of goods moving from one location to another and update warehouse documents and records.
• Oversee truck loading operations to ensure all policies and procedures are followed accordingly.
• Manage and document the receipt, handling, storage, release, and reporting of goods through the ACF warehouse(s) and through the internal IKD follow-up system.
• Identify discrepancies between deliveries and requests.
• Maintain the Warehouse activity book recording all outgoing and incoming receipts and activities.
• Liaise with Procurement Officers for the receipt of Goods, Supplies and equipment through proper documentation such as receipt of approved PR, Purchase Order, Invoice, and delivery report.
• Implement and ensure clear loading/unloading procedures.
• Truck and record all the items received in the supply or stock database before issuing them to the requesting unit and coordinate well with line manager and others involved.
• Facilitate receiving goods into stock and release of goods from stock.
• Review incoming and outgoing shipments.

• Regularly check and monitor the delivery of the supplies, medicine, food, consumables, and equipment for the health facilities, including MHNTs, TFUs, HSCs and FHHs.
• Generating a Goods Receiving Note (GRN) on time.
• Manage casual laborers in the warehouse while handling goods or relocating
• Advise the field coordinator of warehouse-specific issues or improvements under this section.

Objective 2:  Warehouse and inventory management:

• Keep stock and bin cards accurate and up-to-date.
• Make sure the space in the warehouse is efficiently utilized, without any congestion and goods are organized well to facilitate implementation of FIFO/FEFO principles and oversee warehouse storage setup.
• Updating first aid kits on monthly basis and doing inventory of kits to track short expire medicine and change with long expire and manage short expire medicine in close coordination with field pharmacy assistants.
• Ensure the maintenance of warehouse building(s), fittings and equipment on a regular basis.
• Sorting, placing, and putting away the goods in the appropriate place in the warehouse according to each donor and grant coding.
• Label, stock, and track the movement of all deliveries per grant systematically.
• Storage of medical and non-medical items in accordance with the applicable system in place and ensuring that all items are well organized and correctly stored, well protected, fully identified, and easily accessible (cleanliness, security, access, etc.).
• Responsible for both safety and security of the warehouse: fire safety, locking of gates, removal of trip hazards and hazardous materials, protection of goods from water and heat.
• Perform routine preventative and safety checks for storage and supplies in the warehouse and notify timely the potential hazards or mechanical issues to the line manager and others responsible.
• Make sure that the pharmacy is clean, well-ventilated and safe.
• Make sure that the medicine, medicines, and medical equipment are listed in the stock card.
• Ensure accuracy of periodic counts of weekly and monthly physical inventories, upload monthly stock reports and sharing links with the pharmacy assistant at bases and coordination levels.
• Monitor, record, and appropriately flag expiration dates to line managers and budget holders.
• Regularly alert all bases on their AMC when the consumption is higher than anticipated or provided.
• Monitoring the store temperature and ensuring Cold Chain items are stored in an adequate temperature. Keeping a special control of “sensitive” goods: numbers of lots, expiry dates, packaging and special storage conditions
• Assess and monitor the conditions of supplies (Medicines, IKDs, and Nutrition Commodities) and expiring date on a regular basis.
• Maintains accurate inventory records through the use of a computerized inventory system
• Establish monthly consumption reports, analyze trends and notify to line manager before the stock out.
• Check the availability of safe or sufficient stock balance for essential supplies, to avoid stock shortage; inform in advance to the line manager to anticipate, place or order additional stock as needed to meet the demand.
• Ensure that there are no or less quantity of expired medical items in the warehouse, including medicines, inform the line manager in advance to make decisions on medicines with near expiration dates. Be responsible for the assessment and regular updates of the List of items (supplies and equipment) at the warehouse.
• Check the coherence of the state of the stocks with the orders.
• Ensuring filing and archiving of data in the stock data management system.
• Work closely with the pharmacy assistant or Pharmacy officer to raise supply requests and prepare consumption reports.
• Design storage layout for efficient inventory management.
• Any other tasks assigned by the line manager.

Objective 3: Facility maintenance and generator and cold chain tracking:

When required, assist in updating the generator schedule.

• Update the generator usage sheet and notify the line manager or others involved whenever the generators need to be serviced.
• Issue fuel vouchers to the guards when they refuel the generators from the fuel tanks and notify the line manager when the fuel tanks are to be refilled. Track fuel usage, including spending on fuel PRs, and facilitate the creation of new PRs when needed.
• Assist with the Warehouse maintenance works, including guiding and supervising technicians working on construction, electrical maintenance, etc.
• Perform any other duties to support logistics functions as assigned by the line manager.

Objective 4: Transportation

• Facilitate efficient coordination for the movement of goods from the supplier to Kabul and field offices in close coordination with the Medical Logistics Officer and Logistics Team.
• Facilitate in-country transport of procured items – among ACF bases and to project staff/local partners.
• Supervise and maintain relationships with transporters.

Policy compliance:

• Ensures that all warehouse management policies and pharmaceutical management SOPs are adhered to and comply with ACF Global standards and protocols.
• Ensure that ACF and donor guidelines, SOPs, and policies are always followed for procurement of medicines and pharmaceutical specifications in coordination with the line manager. 
• Hold regular meetings and discussions with the line manager on stock replenishment and other risks identified promptly for corrective action.

1. Supervisory Responsibilities

• Supervises casual or daily laborers when relevant for a limited period.
• Expected to provide orientation and awareness creation training to daily laborers and short-term contractors hired by ACF to load, unload, and deliver or transport supplies to and from the Kabul warehouse to ensure that standard procedures and standards for handling, packaging, and transporting goods are followed to maintain the safety and efficacy of the medical supplies and the individuals involved. 

2. Gender Equality Commitments  

• Foster an environment that supports values of women and men, and equal access to information.
• Provides and collaborates with a work environment where women and men must be evaluated and promoted based on their skills and performance.
• Respect beneficiaries’ women, men, and children (boys and girls) regardless of gender, sex orientation, disability, religion, race, color, ancestry, national origin, age, or marital status. 
• Value and respect all cultures. 

3. Sexual Exploitation and Abuse (SEA):

• Beware of the minimum operating standards of SEA
• Protect and prevent others from SEA.
• Report SEA.
• Strictly comply with ACF safeguarding, child protection, and SEA policies.

4. Fiscal Responsibility:

• Ensure timely availability and proper utilization of ACF properties.
• Ensure efficient utilization of direct program resources, including medical items while ensuring compliance with quality standard protocols and SOPs.  
• Contribute to the efficient and timely utilization of project committed resources, including budget for procurement, transportation, and utilization of medical supplies and equipment for basic nutrition and health services without compromising expected deliverables.

5. Physical Demands:

• While performing the duties of this job, the employee is required to work for extended periods with a line manager with heavy volumes of work within short time frames under stressful situations, including working on weekends.
• Must be able to execute tasks related to the JD accurately so that only minor corrections are needed on an infrequent basis.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

6. Working Conditions, Travel and Environment

• The duties of the job require regular job attendance at least five days per week. Must be available to work outside normal office hours or on the weekends as required.
• Must be able to attend at the pharmacy warehouse most of the time and visit the coordination office in Kabul when required.
• While performing the duties of this job in a pharmacy warehouse or when traveling to bases for supportive supervision, the employee may be exposed to precarious settings under high-security risks and/or lack of very basic living conditions and outside weather conditions.

Required Qualification and Professional Background :

• BSC in pharmacy from an accredited university or college with at least 2 years of relevant experience in the field of pharmacy warehouse management.
• Diploma in pharmacy from an accredited  institute  or college with at least 4 years of relevant experience in the field of pharmacy warehouse management.
• At least 1-year experience as a warehouse storekeeper or pharmacy assistant position in NGOs.

Required Competences & Skills :

• Good organization, planning, and reporting skills.
• High flexibility to travel to different provinces and districts where ACF has active operations.
• Computer skills (MS Office: word and Excel) are essential.
• Knowledge of locations and communities is a plus.
• Capable of working under stressful situation.
• Ability to take initiative and prioritize multiple tasks with minimum supervision.
• Good strategic and analytical ability with strong organizational skills and attention to detail.
• Fluent in Dari and Pashto and good in English (written and spoken)

Ability to engage in and promote effective collaboration within and outside ACF to achieve shared goals and optimize results.

Qualified and interested candidates should submit a cover letter and full CV with three Referees indicating the vacancy announcement to the address:

Human Resources Department AAH office

or can also be emailed to:

vacancies@af-actionagainsthunger.org indicating the job tile and vacancy number of the position in the email subject line.

Eligible candidates are invited to apply by the earliest possible, until 16 Sep 2024. 

Female applicants are highly encouraged to apply.

Do not submit academic certificates with the application. These will be requested if the candidate is selected. Only short-listed candidates will be contacted for the written test/interview.  

Action Against Hunger/Action Conter La Faim is an equal opportunity employer.  We strongly encourage women and people with disabilities to apply.  ACF/AAH has zero-tolerance policy on sexual exploitation, sexual harassment, and abuse (SEA).