The Ethiopian Red Cross Society (ERCS) wants to recruit employees in the following vacant positions the details of which are mentioned below.

About the Ethiopian Red Cross Society  

The Ethiopian Red Cross Society (ERCS) was established in 1935 and is one of the oldest and largest humanitarian organizations in Ethiopia. ERCS provides services to communities affected by natural and manmade disasters through the provision of emergency responses, ambulance and first aid, family reunification, essential drugs, water and sanitation, and other humanitarian services. ERCS also runs disaster risk reduction programs with the aim of creating resilience households and communities. Currently the ERCS has a structure consisting of 15 Regional Offices, Zonal Branches and District/Woreda Branches, Woreda Red Cross Committee and Kebele Red Cross committees.

ERCS also runs disaster risk reduction programs relating to food security, climate change adaptation, livelihood diversification, and institutional capacity building interventions, with the aim of creating resilience households and communities. ERCS works in partnership with the Ethiopian Government, International Federation of the Red Cross and Red Crescent (IFRC), International Committee of the Red Cross (ICRC), partnering National Societies, members, volunteers and the communities we serve.

Details of the vacant position  

Job Title: Medical, Stationery and Spare Parts Warehouse Officer

Work Unit: Warehouse and property administration Division

Reports to: Warehouse and property administration Division Manager

Terms of employment:  Permanent after probation period

Place of Work: Addis Ababa

Salary: As per the organization’s salary scale

Job Summary  

The Medical Equipment, Stationery, and Spare Parts Warehouse Officer is responsible for the efficient management and operation of three distinct warehouses dedicated to medical, stationery items, and spare parts. The officer ensures the proper receipt, storage, handling, and issuance of these specialized categories of goods while maintaining strict compliance with organizational policies, health and safety regulations, and industry standards. Each warehouse has unique requirements based on the nature of the stored items, and the officer must tailor their approach accordingly.  Due to the sensitive nature of medical items, the officer must ensure stringent adherence to quality control, regulatory compliance, and proper handling protocols. The role involves overseeing all warehousing activities, including inventory control, material handling, record-keeping, and space optimization across the three warehouses. Key responsibilities include developing and implementing effective location coding systems tailored to each warehouse’s specific needs, managing the unloading, sorting, packing, and  loading of goods, conducting physical inventory counts, and inspecting all incoming materials (medical equipment, stationery, and spare parts) to ensure their qualities and proper recording both electronically and in hard copy. The officer is also responsible for the proper shelving of materials upon receipt and issuing of materials with accurate documentation in both electronic and hard copy formats. These responsibilities ensure that all items are stored in an organized manner and issued with full traceability, supporting seamless operations and compliance with regulatory standards.

Key performance area  

• Develops comprehensive location coding systems tailored to each warehouse’s unique requirements (medical items, stationery, and spare parts), ensuring optimal organization and accessibility.
• Manages the warehousing, handling, and record-keeping of all stock items across the three warehouses, ensuring adherence to health and safety regulations, organizational policies, and industry standards.
• Facilitates the activities of unloading, sorting, moving, stacking, packing, and loading of goods across all warehouses, paying special attention to the handling of sensitive medical equipment.
• Inspects all incoming materials (medical items, stationery, and spare parts), ensuring they are properly recorded both electronically and in hard copy, and verifies that all documentation is complete and accurate.
• Conducts physical count of all inventory items in each warehouse, ensuring accuracy and compliance with regulatory standards.
• Ensures proper shelving of materials upon receipt, organizing items in a systematic manner based on their category and usage frequency, with special care taken for fragile or hazardous medical items.
• Receives requisitions, checks signatures for authenticity, and issues stock items as per the request and approval, ensuring accurate documentation in both electronic and hard copy formats.
• Responds to all requests for items in a quick and efficient manner, ensuring timely delivery of medical items, stationery items, and spare parts.
• Identifies and reports dead or obsolete items and treats accordingly, with particular emphasis on the disposal of expired or non-functional medical equipment in accordance with health and safety regulations.
• Unpacks packages and checks invoices and purchase orders or donation certificates against stock received and stores same, ensuring accurate documentation for all items across the three warehouses.
• Keeps the stock balance of goods up-to-date by reconciling the bin cards with the stock record cards, focusing on maintaining accurate records for all items.
• Ensures that the material handling equipment at the disposal of the store is properly used and maintained, with a focus on equipment used for handling medical equipment.
• Ensures maximum protection of stocks against all causes of deterioration and damages, implementing proactive measures to protect medical equipment, stationery items, and spare parts.
• Requests purchase of fast-moving items reaching a reorder level, with a focus on ensuring adequate stock levels of essential medical equipment, stationery items, and spare parts.
• Submits interim and end-of-period reports on the activities of each warehouse, providing detailed reports on the status of medical equipment, stationery items, and spare parts, along with analysis of inventory trends.
• Performs other related duties and responsibilities as assigned by the warehouse and property administration division Manager, with a focus on supporting the efficient operation of the three warehouses.
• Performs other related duties and responsibilities of the store as assigned by warehouse and property administration division Manager

Specific Responsibilities for each warehouse Medical Items Warehouse    

• Critically examines material characteristics such as size, weight, associated hazards, and storage factors before storing medical equipment in the warehouse, ensuring compliance with regulatory requirements.
• Ensure proper monitoring of the expiration dates of medical materials and medications. Report to the relevant authority to take swift action to use items before they expire and accurately identify any expired medical supplies.
• Ensures proper calibration, maintenance, and testing of medical equipment before storage, adhering to manufacturer guidelines and regulatory standards.
• Maintains strict quality control procedures during the receipt, inspection, and storage of medical equipment, ensuring that all devices meet required specifications
• Coordinates with technical teams for the installation, repair, and routine servicing of medical equipment, ensuring minimal downtime.
• Monitors environmental conditions (e.g., temperature, humidity) to ensure that medical equipment is stored under appropriate conditions to prevent damage or malfunction.

Stationery Warehouse  

• Focuses on efficient inventory management, ensuring that stationery items are readily available for daily operational needs while minimizing overstock and wastage.
• Implements cost-effective storage solutions, optimizing the use of warehouse space to accommodate bulk stationery orders.
• Conducts regular audits of stationery stock to identify slow-moving or obsolete items, ensuring timely clearance of excess inventory.
• Ensures proper categorization of stationery items based on type and usage frequency, facilitating easy access and retrieval.
• Collaborates with procurement teams to anticipate future stationery needs and avoid stock outs, especially for high-demand items.

Spare Parts Warehouse  

• Tracks and monitors spare parts inventory closely to ensure timely availability for maintenance and repair operations, preventing costly equipment downtime.
• Organizes spare parts based on equipment type and model, ensuring quick identification and retrieval when needed.
• Coordinates with maintenance teams to understand spare parts requirements, forecasting future needs based on equipment usage patterns.
• Implements a system for identifying critical spare parts, prioritizing their availability and ensuring they are stored in easily accessible locations.
• Ensures proper labeling and documentation of spare parts, including part numbers, descriptions, and compatibility information, to facilitate accurate issuance and tracking.

Qualification Requirements:     

• Second/First degree in Materials Management/Accounting/Pharmacy/Biomedical Engineering/Biomedical Technology, Healthcare information/ Health Services Management (with focus on Medical items)
• 4/6 years of relevant work experience.