Free Sample Receiving Officer Job Description
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Sample Receiving Officer Job Description


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Receiving Officer

POSITION:

Receiving Officer

INCUMBENT(S):

Nancy Doe

DIVISION:

Pharmaceutical Main Store

ORGANIZATION:

Company ABC

LOCATION:

City ABC

DATE:

June 28, 2013

 

Approval Signatures: 

                                                                             

Incumbent                           Deputy General Manager

RESPONSIBILITIES:

The Receiving Officer ensures that medicines/sundries that are received meet the quality requirements outlined in the operational guidelines and ensure that goods are stored according to specified storage conditions and locations.

In order to carry out these responsibilities, the Receiving Office supervises the Stores Assistant during the offloading and loading of pallets and supervises the Stores Assistants during the process of locating medicines/sundries for storage.

ORGANIZATION MAGNITUDE (Annualized):

Total ABC Staff:             52

Total Budget                  13,632,993,292

Total Revenues              13,937,536,891

ORGANIZATION STRUCTURE:

The Receiving Officer reports to the Head of PMS and receives verbal and written direction and instructions. The Receiving Officer also receives written and verbal direction from the Stores Logistics Officer.

There are no subordinates reporting to The Production Assistant.

The Receiving Officer provides direction and guidance to the following positions:

  • Store Assistants: Procedural/ operational.
  • Dispatch Officers: Procedural/ operational.
  • Sales Officer: Procedural / operational
  • TSD Technicians: Procedural

There are other positions throughout Company ABC that provide direction or guidance to the Receiving Officer:

  • Procurement Officer: how to write a “goods received note” for combined shipments on one invoice that arrive separately; how to prioritise to receipt of different consignments especially when some consignments are emergency supplies e.g. medicine for Ebola
  • Deputy General Manger: Same as above in case when the Procurement Officer is not available
  • Administrative Officer

NATURE OF WORK AND JOB SCALE:

Freedom to Act:

This work of this position originates from the Procurement Office and Medical Access.  Completed work is sent to the Stores Logistics Officer and the Head of PMS and is reviewed and approved by the Stores Logistics Officer and Head of PMS.

This position has the following procedures or manuals made available to the incumbent:

  • Procedures:
    • None
  • Manuals:
    • Company ABC Operations Manual

Challenges:

The position encounters frequent problems related to:

  • Lack of a delivery schedule, leading to work overload. There are no designated days for receiving goods and some days it is a nightmare having to offload and verify goods from 2 forty foot containers
  • Frequent breakdown of forklifts, resulting in congested receiving area and corridors in the Main Store
  • Supervisors underestimating the tasks involved in the receiving process
  • Receiving a consignment of goods that have been out of stock, and need to be processed quickly
  • Lack of space in the storage area
  • Lack of shipping documents (occasionally)

The most difficult problems this position encounters include:

  • Supervision of casual labour used in offloading containers, without handling knowledge
  • Opening, checking contents, and sorting them according to expiry dates
  • Process of locating goods according to volume, type of drug received and accessibility to locations if blocked
  • Lack of space

This position has access to a supervisor in order to resolve the following problems:

  • Shortfall in goods delivered
  • Case of damaged goods received
  • Case of goods with short expiry dates
  • Case where excess goods are delivered
  • Quality of medicine delivered differs from specification

This position has access to other employees in order to resolve the following problem(s):

  • Procurement Officer - Operational advice

Contacts:

This position has contact with the following individuals, departments and/or external contacts on the following basis:

  • Senior Accountant: to notify suppliers of part deliveries for credit notes before payments made, on a monthly basis
  • Deputy General Manager: to obtain approval of payment for export license in the absence of my supervisors, on a bi-annual basis
  • Sales Officer – TSD: to checking TSD consignment and location of goods in the TSD store, on a daily basis
  • Administrative Officer: to obtain stationary supplies, on a monthly basis
  • Head Of Production Unit: to provide notification of incoming raw materials, on a weekly basis
  • Procurement Officer: to pick supplier files and forward information about goods received, on a daily basis
  • Administration Officer: to obtain sourcing information about shipments, on a weekly basis
  • All local pharmaceutical suppliers, including sales representatives and marketing officers: to discuss shortages in deliveries, rejected goods, scheduled deliveries and missing invoices or delays in document delivery, on a daily basis
  • Altas Clearing and Forwarding Agents: for the purpose of short landing, less deliveries and casual labour for offloading, on a daily basis

SPECIFIC RESPONSIBILITIES:

  • Ensures that the right quantities, quality and other specifications of medicines, sundries and equipment are received as per Operations Guidelines are met:
    • Supervises the offloading and loading of pallets and goods delivered to Company ABC
    • With the assistance of a stores assistant, opens all boxes and verifies that delivered items meet specifications as per LPO, and/or packing lists (quantities, quality, batch, numbers, expiry dates)
  • Ensures that received medicines are placed in their correct locations in the Main Store:
    • Generates an empty locations report from the PC
    • Physically cross checks to ascertain if the slots generated by PC are empty
    • Assigns location addresses to the received goods, and places a sticker on each palette indicating the location space
    • Supervises store assistants when placing goods in their allocated addresses
    • Provides the Stores Logistic Officer with documented locations for entry into PC
  • Ensures that the receiving and locating processes for each consignment are adequately documented and sent to relevant departments.  For each consignment:
    • Completes information on the General Receipt Note (GRN)
    • Makes remarks as required (i.e. boxes containing less than indicated, damages and the nature of pilferage)
    • Locates goods in PMS
    • Checks and Endorses/rejects Certificate of Goods Received
  • As a pharmacy technician, ensures that narcotics are issued/dispensed according to NDA regulations and Company ABC operational procedures:
    • Checks authenticity of provided documentation (i.e. endorsed by the appropriate authorities)
    • Inspects previous records to ascertain frequency of use
    • Countersigns the picking list and dispatches narcotics
  • Carries out the responsibilities of the Stores Logistics Officer when absent or on leave and assists the sales officers and dispatch officers:
    • SLO – performs routine operational activities
    • Dispatch Officers – helps with the picking, verification and dispatch processes
    • Sales Officer – Generates sales orders
  • Participates in the bi-annual stock taking process:
    • Counts and records stock

WORKING CONDITIONS:

The position requires the incumbent to handle a cumulative weight of 7 tonnes per day.

The incumbent is exposed to dust from receiving and opening packages and to fumes from the forklifts on a daily basis.  Checking medicines can cause drowsiness and eye irritations.

Supervising the daily offloading and count of packages and contents is extremely stressful especially in the case of shortfalls in delivery.

QUALIFICATIONS:

Qualifications not listed


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