About Us
Mission for Essential Drugs and Supplies (MEDS) is a faith-based health solutions provider founded by an ecumenical partnership of the Kenya Conference of Catholic Bishops (KCCB) and the Christian Health Association of Kenya (CHAK). The Organization’s core mandate is providing access to quality health products and technologies through Supply Chain, Quality Assurance and Health Systems Strengthening services. MEDS was established in 1986 and serves clients spread throughout Kenya, other regions in Africa and beyond.
Project Summary
MEDS is implementing the Dawa za Ubora Project, funded by the United States Government (USG) through the U.S. Department of State (DoS) under the President’s Emergency Plan for AIDS Relief (PEPFAR) and other Global Health Programs, running until June 2028. Under this mandate, MEDS provides efficient, reliable, and accountable supply chain management services for the warehousing and distribution of health commodities across all 47 counties in Kenya, supporting the prevention, treatment and management of communicable diseases and other health priorities.
About the Role
The Warehouse Officer coordinates the receipt, storage, inventory control, order verification, and dispatch of EVD emergency response commodities at MEDS and designated third-party logistics providers (3PLs). The Officer maintains stock visibility, product integrity, and audit-ready records, and escalates supply risks to support timely and accountable delivery against approved emergency allocations.
The role covers approved response supplies, including personal protective equipment (PPE), infection prevention and control (IPC) supplies, medical consumables, and other designated HPTs. Activities must comply with approved standard operating procedures, applicable good storage and distribution practices, manufacturer requirements, and relevant Ministry of Health guidance.
This role does not include clinical care, handling infectious specimens, managing contaminated returns, or undertaking specialist decontamination. These activities require authorized specialist arrangements.
Key Responsibilities
Receipt and inbound verification
- Coordinate the receipt of approved EVD response commodities, including applicable USG-funded products, at MEDS and designated 3PL warehouses.
- Verify quantities, product descriptions, batch or lot numbers, expiry dates, packaging condition, and supporting documentation.
- Record receipts promptly and escalate any discrepancies to the designated supervisor.
Storage, inventory control and stock visibility
- Maintain accurate stock locations, batch-level records, and inventory-system records for all emergency commodities.
- Apply first-expiry, first-out (FEFO) stock-rotation principles to expiry-dated commodities.
- Conduct risk-based cycle counts and scheduled physical stock counts; reconcile physical balances with system records, investigate variances, and submit adjustments for approval.
- Prepare and submit daily emergency stock-status reports covering receipts, dispatches, available and allocated stock, outstanding orders, consumption trends where available, and supply risks.
- promptly flag shortages, stockouts, near-expiry items, and replenishment needs to the designated supervisor.
Order fulfilment, kitting and dispatch
- Coordinate picking, packing, labelling, and staging of approved emergency orders and response kits.
- Verify kit contents against approved packing lists and support pre-positioning in line with authorized allocations and response priorities.
- Verify goods for loading against approved orders, packing lists, and delivery documentation; confirm quantities, batch details, destination, packaging integrity, and transport requirements.
- Coordinate with transport teams and response focal persons on urgent dispatches, daily warehouse priorities, and agreed emergency turnaround times.
- Retain signed handover and proof-of-delivery records for all dispatched consignments.
- Escalate capacity constraints, delayed deliveries, and other risks affecting timely dispatch.
Warehouse conditions, product quality and non-conformance
- Monitor warehouse cleanliness, organization, access control, pest control, and storage conditions at MEDS and 3PL facilities.
- Ensure temperature-sensitive commodities are handled only within validated storage and transport arrangements; escalate temperature excursions for quality assessment before release.
- Segregate damaged, expired, recalled, or suspect products and prevent their release pending authorized quality decisions.
- Verify compliance with approved quality-control and good storage and distribution procedures at 3PL facilities.
- Maintain traceability for emergency commodities and support authorized recalls, quality investigations, and disposition of non-conforming stock in liaison with the quality assurance team.
Occupational safety and infection prevention
- Implement approved occupational safety and warehouse IPC procedures, including task-appropriate PPE, safe material handling, and prompt incident reporting.
- Escalate suspected contamination or exposure to designated IPC and safety personnel.
- Do not accept potentially contaminated items into routine stock, manage contaminated returns, or undertake specialist decontamination; these activities require authorized specialist arrangements.
Discrepancy management and continuous improvement
- Investigate and document delivery discrepancies and client complaints.
- Reconcile associated physical and system records and identify root causes.
- Implement approved corrective and preventive actions (CAPA), track actions to closure, and provide feedback to the requesting team.
Required Qualifications
Education and experience
- Bachelor’s degree in Supply Chain Management, Humanitarian Logistics, Public Health, Business Administration, Bachelor of Commerce or a related field.
- Relevant specialized Level 4 (and equivalent operational-tier) supply chain certifications such CPSP-K, APICS CPIM, APICS CLTD, CILT, CIPS, CHL, MLP (Medical Logistics in Pandemics & Outbreaks).
- Minimum of 3 years’ experience in logistics, supply chain management, humanitarian response, emergency response, or public health programs.
- Demonstrated experience in medical supply chains, pharmaceutical distribution, or cold-chain logistics emergency, disaster response, or other fast-paced operational environments preferred. Experience coordinating warehouse, transport, and distribution activities in emergency or health programs.
- Experience working with donors, government agencies, United Nations agencies, or humanitarian logistics partners.
- Prior experience in EVD, cholera, COVID-19, or other infectious disease emergency response.
Preferred Skills and competencies
- Working knowledge of medical supply chain procedures, good distribution practices, and cold-chain management.
- Familiarity with import, export, customs, and regulatory documentation requirements for health commodities.
- Proficiency in inventory management systems, supply chain tracking tools, and Microsoft Office applications.
- Strong organizational, problem-solving, communication, and stakeholder-coordination skills.
- Strong organizational, problem-solving, and stakeholder coordination skills.
Preferred Attributes
- Ability to work independently under pressure and effectively manage multiple priorities in a rapidly changing environment.
- Familiarity with Kenya’s health supply chain system, Ministry of Health structures, and humanitarian coordination mechanisms.
- Willingness to travel to response locations and work outside normal working hours when required.
If you fit the profile of this position, please submit your application providing the following MANDATORY requirement:
i. Detailed CV stating your current or previous positions, expected salary, telephone number, Availability and email address
ii. Academic Certificate
iii. Copy of National Identity Card
iv. Copy of KRA PIN
The final consultancy fee will be determined by Dawa za Ubora based on the scope of services, qualifications, and experience of the selected consultant.