PHARMACY ASSISTANT

Job Description – Pharmacy Assistant

Job Summary

The Pharmacy Assistant is responsible for supporting the efficient management of

pharmacy inventory across the Group, including warehouse operations, clinic inventory

management, procurement, logistics coordination, stock distribution, and regulatory

compliance. The role ensures that medicines and medical supplies are procured, stored,

monitored, and distributed efficiently while maintaining optimal inventory levels and

compliance with applicable pharmaceutical regulations and company standards.

1. Inventory & Stock Management

 Receive, inspect and verify medicines and medical supplies delivered by suppliers.

 Process incoming stock and ensure accurate documentation within the inventory

system.

 Prepare and distribute medicines and supplies to clinics according to approved

requests.

 Ensure accurate stock rotation using FEFO (First Expired First Out) principles.

 Perform monthly stock take and reconcile inventory discrepancies.

 Monitor inventory levels and maintain optimal stock availability.

 Identify slow-moving, excess, damaged and short-expiry items and recommend

corrective actions.

 Coordinate disposal of expired or unusable medicines in accordance with regulatory

requirements.

 Investigate stock discrepancies and implement corrective actions.

2. Clinic Inventory Management

 Manage and monitor inventory levels across all clinics to ensure adequate stock

availability while minimizing overstocking and stock shortages.

 Review and replenish clinic stock based on consumption trends, minimum stock levels

and operational requirements.

 Coordinate stock transfers between clinics to optimize inventory utilization and reduce

wastage.

 Monitor inventory movement and investigate stock discrepancies.

 Ensure clinics adhere to proper inventory control practices, including FEFO principles.

 Conduct periodic inventory audits and support clinics during stock take exercises.

 Monitor clinic inventory for short-expiry, slow-moving and excess stock, and implement

action plans.

 Work closely with clinic personnel to forecast inventory requirements. 3. Procurement & Purchasing Support

 Coordinate procurement activities for pharmaceutical products and medical

consumables across the Group.

 Prepare purchase requisitions and purchase orders.

 Liaise with Finance, Clinics and Operations regarding procurement matters.

 Follow up with suppliers on deliveries and outstanding orders.

 Negotiate competitive pricing and support supplier evaluations.

 Monitor supplier performance and assist with supplier agreements and payment follow

up.

4. Logistics & Distribution

 Coordinate deliveries from suppliers to the warehouse.

 Arrange distribution of medicines and supplies to clinics.

 Ensure timely and accurate deliveries.

 Coordinate urgent stock transfers and maintain cold-chain requirements where

applicable.

5. Warehouse Operations

 Maintain warehouse cleanliness and organization.

 Ensure proper storage conditions for medicines.

 Maintain safe and secure storage areas.

 Support continuous improvement of warehouse operations.

6. Regulatory Compliance & Documentation

 Maintain procurement, inventory and distribution records.

 Record room and refrigerator temperatures.

 Print, file and maintain Poison Signed Orders.

 Maintain wholesale distribution reports.

 Support audits and inspections.

 Ensure proper documentation for disposal of expired medicines.

7. Reporting & Administration

 Prepare inventory and procurement reports.

 Generate monthly stock movement reports.

 Maintain proper filing of operational and regulatory documents.

 Perform other duties assigned by Management.

Job Requirements

 Diploma or Certificate in Pharmacy, Pharmaceutical Science, Healthcare or related

discipline.

 1–3 years' experience in pharmacy, healthcare, warehouse or inventory management.

 Knowledge of inventory management, procurement and pharmaceutical regulations.  Good communication, organisational and Microsoft Office skills.

Key Performance Indicators (KPIs)

 Maintain inventory accuracy of at least 98%.

 Minimise stock-outs across all clinics.

 Complete monthly stock takes with minimal discrepancies.

 Reduce expired stock losses through proactive inventory management.

 Ensure timely procurement and supplier deliveries.

 Maintain full compliance with regulatory documentation and temperature monitoring.

 Maintain a clean, organised and audit-ready warehouse.