Logistics Assistant MedLog

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

Background

The International Rescue Committee (IRC) is one of the world's largest humanitarian agencies, providing relief, rehabilitation, and post-conflict support to victims of oppression and violent conflict in 42 countries. IRC is committed to bold leadership, innovation, and creative partnerships. South Sudan, an independent nation since 9th July 2011, is emerging from decades of brutal civil war rooted in disputes over religion, ethnicity, resources, governance, and self-determination. The security situation remains fragile, and the operational context is challenging. IRC has been in South Sudan since 1989 and currently operates in Northern Bahr el Ghazal, Lakes, Unity, Upper Nile, and Central Equatoria States.

This position sits within IRC South Sudan's Supply Chain function and supports both general field-office inventory/asset management and the pharmaceutical and cold-chain logistics needs of IRC's health programs in responding to emergency in Akobo.

Job Overview

The Logistics Assistant Med Log is responsible for the efficient coordination, supervision, and management of warehousing, inventory, and asset/property functions at the IRC field office, while also serving as the dedicated focal point for receiving CIKs and management, and reporting of any Warehouse related activities. Advise on the storage space needs as the program Implementation grows and plans. S/he will act as the bridge between the Supply Chain team and the Health Unit, ensuring that both general inventory/asset management and medical commodity management are carried out to IRC, donor, national Ministry of Health (MOH), and international drug-management standards.

Key Responsibilities/Duties

1. Pharmaceutical, Vaccine & Cold Chain Management

• Ensure, cold chain items, medicines, and medical supplies are properly stored in the warehouse and compliant with international, national, and IRC drug management standards and protocols.
• Maintain accurate stock records, submit periodic supply requisitions, and ensure safe Medicines and vaccine storage in the warehouse.
• Ensure documentation and reporting of all medical commodities, vaccine, and cold chain data, including vaccine wastage, from all project locations.
• Assist health officers and County Health Departments (CHDs) in developing micro-plans, including drafting monthly and annual progress reports and vaccine forecasts for adequate and timely supply of vaccines and logistics; distribute to session sites as per the micro-plan.
• Immediately report any breach of the cold chain or other protocol to the technical supervisor and line manager to allow for timely corrective response.
• Ensure injection safety, including proper waste disposal and daily temperature monitoring/recording, per national protocols and guidelines.
• Implement GSC SOPs on pharmaceutical inventory management and follow up the essential drug list (EDL) in collaboration with the Country Pharmacist.
• Check that deadlines for medicine, pharmaceutical, and vaccine deliveries to designated field sites are respected; flag short-expiry items for early distribution.
• Ensure dedicated, temperature-controlled space is allocated for sensitive medicines, vaccines, and other pharmaceuticals, and that temperature control devices are recorded and always reported.
• Support medical data collection, entry, analysis, and reporting in collaboration with M&E and the Emergency Coordinator.

2. Materials Receiving, Dispatch & Warehouse Documentation

• Manage and document the materials receiving process (handling and storage), and inspect materials during dispatch, maintaining up-to-date documentation.
• Monitor potential inventory shortages and provide regular updates on stock levels.
• Organize a cold chain system to ensure "keep-cool" items are handled appropriately and manage all Contribution in Kind (CIK) and closed-grant inventory.
• Organize replenishment of field drug warehouses as need arises, based on approved requisitions.
• Update stock cards, bin cards, and the inventory system regularly; implement standard warehouse documentation (Delivery Reports, Waybills, Store Release forms, Bin Cards, Stock Cards).
• Maintain the Warehouse Activity Book (Warehouse Register) for all incoming and outgoing receipts and activities and ensure the Warehouse Authorization Schedule is up to date and displayed.
• Ensure consistency of warehouse documentation and reporting, including dispatch documents, waybills, distribution, and/or donation letters.
• Report any loss or damage of pharmaceuticals, vaccines, or other supplies observed during shipment or delivery to management through documentation.
• Inspect samples of delivered supplies and check for conformity upon goods receipt and during dispatch, using order documentation and receipt SOPs.

3. Warehouse Controls & Safety

• Participate in and produce accurate reports for year-end count exercises and fully participate in the 20% inventory cycle count for all stock kept in the warehouse.
• Conduct internal inventory checks and maintain records of all cycle counts; ensure physical inventories are conducted monthly and communicated to the health program and Supply Chain.
• Implement FIFO, FEFO, and LIFO procedures for goods in the warehouse, and drive improvements in stock reporting accuracy for medicines and medical supply inventories.
• Ensure the warehouse is restricted to visitors, with appropriate signage displayed in strategic locations, and manage casual laborers working in the warehouse.
• Implement clear safety procedures; ensure maintenance of warehouse buildings, fittings, and equipment.
• Ensure the warehouse is regularly fumigated against pests, rats, and rodents, and that fire extinguishers are maintained and serviced regularly.
• Work with the Safety, Security, and Admin team on warehouse safety and security measures, and prepare plans for improvement.

4. Asset & Property Management

• Take the lead on assets and property management, including needs assessments and implementation of donor requirements (e.g., UNHCR, USAID, DFID, MOH, UN, USG, EU, SV, and other private donors), and South Sudanese government regulations.
• Develop assets running-cost analyses and ensure reporting accuracy.
• Conduct periodic spot checks on asset movements and maintain transfer records of assets between the Juba office and field sites.
• Ensure all assets are controlled and managed properly in accordance with donor-specific policies and implement/maintain standard IRC asset management policies and procedures.
• Update the Asset Register, Asset Inventory List, and Expendable Store Inventory List, and produce monthly reports.
• Work closely with the Supply Chain Coordinator on asset disposal processes (donation, auction, transfer), disposing of IRC assets per donor regulation, approval, and organizational policy.
• Visit field sites or partner offices for asset inventory (physical counts) during reporting periods and pull updated asset lists for end-of-grant reporting.

5. Field Support, Training & Quality Assurance

• Provide day-to-day orientation and training to storekeepers and EPI vaccinators on warehouse forms and stock-rotation mechanisms (FIFO/FEFO).
• Conduct relevant training for health field officers and logistics staff as needed, and ensure that the warehouse is properly set up, cleaned, and secured.
• Follow up with the line manager and technical supervisor on any field-reported product-quality issues and maintain a claims file.
• Conduct any other duties and responsibilities assigned by the supervisor.

6. Reporting

• Prepare weekly/monthly drug and pharmaceutical receipt, distribution, and dispatch records for the Country Pharmacist.
• Prepare and submit a monthly Warehouse/Inventory and Asset/Property report to the Supply Chain Manager based in Juba by the 1st of every month.

7. Key Working Relationships

Reports to: Field Manager/ Country Pharmacist, with a matrixed reporting line to the Senior Supply Chain Manager.

Direct supervisors: Field Manager.

Internal/External Contacts: Builds and maintains excellent relationships with country health and supply chain teams at all levels, health managers and coordinators, County Health Departments across counties Regular relationships with program staff, Operations, and Juba Supply Chain staff. Actively participates in Emergency project activities and may lead sessions as required. May serve as an IRC representative in external meetings with other NGOs, inter-agency groups, foundations, partners, and donors at field level as may be required.

8. Job Qualifications, Skills, and Experience

Education: Bachelor's degree or diploma in Pharmacy, Supply Chain Management, Logistics, Business Administration, or a related field. An advanced professional certificate in health supply chain management and/or emergency response management is preferred.

Work Experience: At least 2–3 years of relevant experience in humanitarian health supply chain, warehousing, inventory, and/or asset management. Demonstrated ability to participate in developing and rolling out supply chain policy and SOPs. Clear training and mentoring ability. Experience working with a diverse portfolio of donors and knowledge of specific donor guidelines.

Demonstrated Skills and Competencies:

High degree of flexibility and ability to work under sometimes extreme hardship conditions against tight deadlines.

Familiarity with drug inventory management and medical supply chain principles.

Good knowledge of practical supply chain procedures and maintaining supply pipelines in areas with weak infrastructure.

Strong computer and communication equipment skills, including Microsoft Office applications (word processing, spreadsheets, databases).

Ability to lead teams; skilled in change management, risk management, decision-making, cross-functional collaboration, and conflict resolution.

Strong organizational, interpersonal, and analytical skills; a good collaborator and influencer able to work seamlessly across cultures, organizational units, and suppliers.

Willingness to participate and contribute as a team member under challenging working and living conditions, and to work effectively in a highly matrixed structure.

Language Skills: Fluency in English required. Good working knowledge of Arabic is an added advantage.

9. Compliance

Ensure that all activities respect the principle of confidentiality and that all incidents reported to IRC are handled with due regard to protection principles.

Ensure adherence to IRC South Sudan-specific finance, logistics, IT, security, communications, and human resources/administration policies and procedures.

Incorporate and comply with any new procedures and guidelines designated in circulars from the Country Director.

Ensure any violations of the IRC Sexual Abuse and Exploitation Code of Conduct are reported to the supervisor, the Country Director, or through the anonymous reporting mechanism; reporting violations is an obligation of all staff members.

Assist, where necessary, in undertaking activities that aim to prevent sexual abuse and exploitation of beneficiaries by IRC and other humanitarian workers.

Ensure compliance with IRC's Child Safeguarding policy in all IRC activities, and report any violations observed or reported through the necessary channels immediately.

10. The IRC Core Values and Commitments

Standards of Professional Conduct: The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – Standards for Professional Conduct. These are Integrity, Service, Accountability, and Equality. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

Safeguarding and PSEA Policy: The IRC has a zero-tolerance policy for safeguarding/PSEA violations by staff, incentive workers, visitors, sub-grantees, suppliers/sub-contractors, and implementing partners. Safeguarding/PSEA at IRC is integral to the organization's values and ethics; staff and associates are expected to take all reasonable steps to prevent the sexual exploitation, abuse, and harassment of any person linked to the program, whether by IRC employees or any downstream partner. The successful candidate will be subject to a thorough background check and satisfactory references.

IRC promotes and actively participates in initiatives to build team engagement, inclusion, and cohesion, fostering ongoing learning, honest dialogue, and reflection to strengthen safeguarding and promote adherence to IRC values and policies.

Narrowing the Gender Gap: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce, including parental/maternity leave, flexible hours (when possible), transportation support, and gender-sensitive security protocols.

Equal Opportunity Employer: IRC is an Equal Opportunity Employer. IRC considers all applicants based on merit, without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability, or any other characteristic protected by applicable law.

Professional Standards: All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.

Cookies: https://careers.rescue.org/us/en/cookiesettings