Free Sample Stores Assistant Job Description
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Sample Stores Assistant Job Description


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Stores Assistant

POSITION:

Stores Assistant

INCUMBENT(S):

Vacant

DIVISION:

Pharmaceutical Main Store (PMS)

ORGANIZATION:

Company ABC

LOCATION:

City ABC

DATE:

June 28, 2013

Approval Signatures: 

                                                                             

Incumbent                           Deputy General Manager

RESPONSIBILITIES:

The Stores Assistant is responsible for ensuring that medicines are located, received, selected and dispatched in accordance with Company ABC Operational Guidelines.

In order to carry out these responsibilities, the Stores Assistant helps the receiving officer offload and verify the medicines that are received, physically picks medicines from the picking area, helps the dispatch officer verify and load customer medicines and counts, measures, weighs and records all stocks in the PMS.

ORGANIZATION MAGNITUDE (Annualized):

Total ABC Staff:             52

Total Budget                  13,632,993,292

Total Revenues              13,937,536,891

ORGANIZATION STRUCTURE:

The Stores Assistant reports to the Head of Pharmacy Main Stores and written direction through picking lists and delivery notes and occasionally verbal instructions. Work is also assigned to the Stores Assistant by:

  • Stores Logistics Officer
  • Sales Officer
  • Receiving Officer
  • Dispatch Officer
  • Head of Pharmacy Main Stores

There are no subordinates reporting to this position.

There are other positions throughout Company ABC that provide direction or guidance to the Stores Assistant:

  • Receiving Officer: The Receiving Officer clarifies batching procedures on received goods, interprets language on new medicines
  • Dispatch Officer: The Dispatch Officer clarifies batching procedures on received goods.
  • Head of PMS: The Head of PMS clarifies batching procedures on received goods.
  • Stores Logistics Officer: The Stores Logistics Officer clarifies batching procedures on received goods.

NATURE OF WORK AND JOB SCALE:

Freedom to Act:

This work of this position originates from the Pharmacy Main Store. Completed work is sent to the Receiving Officer, the Dispatch Officer, the Head of PMS and the Stores Logistics Officer and is reviewed and approved by these same positions.

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

  • Procedures:
    • Receiving of medicines Medicine Catalogues
    • Locating of medicines
    • Picking of medicines
    • Dispatch of medicines
    • Export order processing
  • Manuals:
    • Fork Lift maintenance manual

Challenges:

The position encounters frequent problems related to:

  • Breakdown of forklifts, have to resort to using the hand trolleys and climbing up onto the very high shelves to access the medicines
  • Congestion of the corridors in the storage areas, restricting ease of movement
  • Picking of small quantities of medicines from Bulky palettes that are stored at high level shelves or cages

The most difficult problems this position encounters include:

  • Dust and Acid Fumes
  • Breakdown of forklifts
  • Futile searching for items that are out of stock although still registered on the computer system.
  • Stock taking process (both planned and ad-hoc)
  • Increased workloads in cases where on member of the team is off sick, on leave or otherwise

This position has access to a supervisor in order to resolve the following problem(s):

  • Where medicines cannot be located in the picking area
  • Expired medicines are found still in active storage and still on the computer registry
  • Missing items on a consignment being received
  • Medicines not registered in the system but are in the Store

Contacts:

This position does not have any regular internal or external contacts outside the department.

SPECIFIC RESPONSIBILITIES:

  • Ensures goods received by PMS are received in accordance with established procedures:
    • Receives the delivery trucks at the receiving bay
    • Offloads medicines into the receiving area
    • Using the delivery note and pro-forma invoice, physically check the consignment to confirm quantity, the expiry date, the batch numbers
    • Compares samples with the actual delivery
  • Ensures medicines received by PMS are stored in the locations as directed by the Stores Logistics Office:
    • Checks pallet labels in order to ascertain the location given to each batch or palette
    • Uses forklifts or hand trolleys to move batches/palettes to their respective storage areas (Bulk store, Picking Area, Cold room, Inflammable and Acids Area)
    • Replenishes stocks in the picking area from the bulk store
  • Ensures that correct medicines are picked from the respective storage areas as specified by the sales order/picking order:
    • Receives a picking list from the sales desk (Sales officer)
    • Physically picks medicines and loads palettes
    • Moves picked items to the dispatch area/distribution area
    • Informs the dispatch officer about picked order(s) that is/re ready
  • Ensures picking process is conducted correctly:
    • Receives a picking of export order(s) from the Head PMS
    • Picking process
    • Checks the picked order/palettes with the Dispatch Officer
    • Packs medicines into boxes with the supervision of a dispatch officer
    • Writes a packing list
    • Helps the Inspection Officer from the National Drug Authority verify packed medicines
    • Seals, straps and labels boxes ready for dispatch
  • Helps customers and the Dispatch Officer verify picked orders:
    • Locates picked orders
    • Verifies medicines as per picking list and sales order with customers and the Dispatch Officer
    • Endorses documentation
    • Seals and strap boxes and helps customers loads consignments
  • Ensures that all machinery and apparatus are in good working condition:
    • Checks mechanical condition of machine
    • Carries out minor and maintenance repairs as required
  • Ensures that stocks in the PMS are properly and accurately counted, measured and weighed:
    • Physically counts, measures, weighs and records all PMS stocks bi-annually

WORKING CONDITIONS:

  • Lifting packages (totalling 3-4 tonnes each day)
  • Risk of accidents and injuries due to constant and heavy lifting
  • Walking daily in an area 75 by 35 meters
  • Daily exposure to acid fumes and forklift emissions (6 hours per day)
  • Daily exposure to dusty conditions causing colds and coughs
  • Metal stress caused by heavy workload due to increased customer activity (3 to 4 days a week)
  • Customer complaints that break the work schedule (once a month)

QUALIFICATIONS:

O-level/ training/ experience and internal promotion


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