Stock Officer
Position Summary Expectations - Duties, Responsibilities
Stock Officer for Marie Stopes International Cambodia (MSIC) is responsible for managing all processes and systems used by MSIC to manage medical stock, including its delivery to MSIC health service delivery points. The position reports to the Director of Finance and Support Services and works closely with other team members and maintains relations with external stakeholders, including suppliers and partners. MSIC is a social business, so experience from the private or NGO sector is welcome.
- Procurement and Stock Support
- Assist line manager to process purchasing transactions in adherence to MSIC procurement policy forms/processes and donor compliance.
- Assist the MSIC annual procurement planning process
- Minimise fraud, including ensuring that no commissions are received by team members across the organisation
- Coordinate efficient stock management, including forecasting stock, ordering stock and arranging the receipt and delivery of stock to the support office and across all clinics to ensure stock levels are always maintained
- Manage and administer the MSIC internal stock control system and update all stock movements, ensuring compliance with the relevant requirements
- Coordinate with all the MSIC clinics and arrange the schedule for stock counts at each MSIC clinic location
- Plan and attend regular stocktakes with other Finance Department team members at MSIC clinic locations
- Issue stock to Marie Stopes Ladies and telemedicine services as required
- Review daily/weekly stock reports from MSIC clinics
- Submit monthly stock movement reports to the MSIC Director of Finance and Support Services
- Maintain security and appropriate storage of stock at all times and in line with MSIC guidelines
- Assist in the Registration of Drug Licenses
- Prepare and submit documents to re-register MSIC drug licenses with the Cambodian Ministry of Health (MoH)
- Work closely with government officials at the MoH to ensure any updates on the requirements of drug re-registration licenses are met
- Coordinate with the recommended suppliers from MSI UK Supply Chain Team to ensure the correct supporting documents are used when applying for the drug licenses
- Ensure Appropriate Products Are Purchased
- Keep up to date with new medical products on the Cambodian market in line with MSI’s Product Quality Management System (Q-Trak)
- Prepare and implement market assessments on the local and international market to obtain the price of required MSIC medical products and equipment
- Source potential suppliers who can supply the latest products that are high quality and with competitive prices
- Keep sourcing alternative products to ensure MSIC uses the highest standard of medical product with our clients
- Compliance and Other Duties
- Prepare documents for auditors as required
- Ensure the supporting documents for expenditure and income are correct and policy compliant
- Assist in maintaining the accounting filing system and records
- Pro-active MSIC team member
- Work collaboratively with MSIC team members, seeking input into your work
- Carry-out other duties delegated by the Director of Finance and Support Services.
- Qualification and Experience
- A bachelor’s degree in accounting, finance, business administration or related field.
- Preferably working towards a professional accounting qualification.
- At least 3 years of practical experience in stock management functions
- Proven customer service experience
- Knowledge/experience of DFAT compliance is an advantage
- No NGO experience required, private and public sector experience welcome
- Skills
- Fluent in Khmer and English, both oral and written
- Approachable with strong interpersonal & listening skills
- Ability to prioritise tasks efficiently.
- The highest levels of integrity with a strong ethical sense
- IT literate, strong Excel skills
