Inventory Supervisor - Non-Pharma at Penda Health

Role Summary:

Under the guidance of the Warehouse & Distribution Manager, coordinates inventory operations for non-pharmaceutical items, including general medical supplies, consumables, and assets. Oversees receiving, inspection, labeling, and data entry to ensure compliance with internal inventory protocols and traceability standards. Maintains accurate stock records in real-time systems, supports timely and accurate dispatch to facilities, and ensures audit readiness, asset tracking, and optimal inventory control across all categories.

Key Responsibilities:

• Oversee receiving, inspection, and data entry for all non-pharma deliveries into the EMR/inventory management systems.
• Conduct quality and compliance checks for general supplies, medical consumables, and assets upon receipt.
• Enforce proper storage practices and ensure clear segregation between received, quarantined, and stocked non-pharma inventory.
• Coordinate the labeling and accurate binning of general items to maintain orderly storage and ease of access.
• Ensure stock is issued using First-Expiry-First-Out (FEFO) and First-In-First-Out (FIFO) principles as appropriate, and monitor stock levels to avoid overstocking or stockouts.
• Support dispatches and top-up requests with validated documentation and timely preparation.
• Participate in regular cycle counts, full stock counts, reconciliations, and cleanup exercises to maintain inventory accuracy.
• Collaborate with Logistics Assistants to prepare non-pharma supplies in line with MC  orders and route schedules.
• Track the movement and condition of organizational assets and ensure up-to-date asset records.
• Coordinate with Procurement, Clinical, Facilities, and Quality Assurance teams to ensure inventory aligns with operational needs and quality standards.
• Maintain audit readiness through proper documentation, compliance with SOPs, and timely system updates.
• Flag and follow up on discrepancies, damages, or variances in non-pharma items, ensuring resolution or escalation where necessary.

 Qualifications & Experience

Education & Certification

• Diploma or Degree in Supply Chain Management, Logistics, Procurement, Business Administration, or a related field.
• Additional training or certification in Inventory Control, Warehousing, or Materials Management is highly desirable.
• Familiarity with healthcare supply chains, medical consumables, and asset tracking systems is an added advantage.
• Certification in inventory or warehouse systems (e.g., ERP, EMR, or Power BI tools) is a plus.
• Knowledge of Good Storage Practices (GSP) or healthcare logistics is beneficial.

Experience

• Minimum 5 years of experience in inventory management of non-pharmaceutical items (e.g., general medical supplies, consumables, or assets), preferably in a healthcare or multi-location environment.
• Proven experience in stock reconciliation, cycle counting, bin accuracy, and documentation compliance.
• Hands-on experience in receiving, inspection, labeling, and storage protocols for general medical and non-clinical supplies.
• Experience with asset tracking and lifecycle management is a strong advantage.
• Familiarity with inventory tracking tools (e.g., EMR, Power BI, or Excel-based systems) in the absence of a formal ERP system.
• Demonstrated ability to collaborate cross-functionally with procurement, logistics, and clinical teams to ensure supply continuity.

Skills & Competencies

• Strong knowledge of inventory management principles, storage best practices, and general supply handling protocols, particularly in healthcare or similar regulated environments.
• Familiarity with MOH guidelines, internal control procedures, and healthcare inventory SOPs (non-pharma focus).
• Ability to interpret and implement SOPs, inventory control policies, and audit recommendations.
• High attention to detail and commitment to data accuracy, especially in documentation, system entries, and stock movement records.
• Proficiency in Excel, inventory reporting, and use of digital tools such as EMR, Power BI, or basic inventory management systems.
• Strong coordination and communication skills, particularly when collaborating with clinical teams, procurement, logistics, and warehouse staff.
  Demonstrated ability to train or mentor junior staff on warehouse and inventory handling best practices.
• Problem-solving mindset with the ability to escalate operational issues appropriately and contribute to process improvements.
• Capable of working independently and managing priorities in a fast-paced, multi-location environment.

Personal Attributes

• Proactive, organized, and able to manage competing priorities.
• Commitment to quality, safety, and accountability in a healthcare setting.
• Integrity, professionalism, and a continuous improvement mindset.