Material Officer

Job Description

Receipt and Inspection of Medical and Foundation Materials:

• Receive pharmaceuticals, medical consumables, laboratory reagents, medical equipment and Foundation materials against approved POs, delivery documents or donation records, verifying quantity, condition, specification, batch / lot number, expiry date, NAFDAC registration and remaining shelf life.
• Coordinate technical and clinical inspection with Pharmacy, Laboratory and Biomedical Engineering, and quarantine and report damaged, non-conforming or short-dated deliveries.
• Raise Goods Receipt Notes and record all items in the stock system promptly.

Storage, Preservation and Cold Chain:

• Store materials in line with manufacturer and regulatory requirements, keeping pharmaceuticals, consumables, reagents, equipment and Foundation materials properly segregated.
• Maintain cold-chain integrity for temperature-sensitive stock by monitoring and logging cold-room and refrigerator temperatures, and report and contain any temperature excursion immediately.
• Keep controlled and high-value items in secure, restricted-access storage.

Expiry, Lot Control and Traceability:

• Apply First-Expiry-First-Out (FEFO) and lot-control discipline so every item can be traced from receipt to issue.
• Flag near-expiry stock early for redeployment or planning, quarantine expired items, and trace and withdraw affected batches in the event of a product recall.
• Support the compliant disposal of expired or damaged pharmaceuticals and medical items through approved channels, with documented approvals.

Medical Equipment Records and Control:

• Maintain records for medical equipment received, including serial numbers, accessories, warranties, manuals and installation / commissioning documents.
• Coordinate with Biomedical Engineering on the handover, location and movement of medical equipment and related spares.

Donated Stock and Foundation Materials:

• Control the receipt, recording and custody of donated stock and Foundation materials in line with medical stores requirements and donor conditions.
• Issue Foundation materials only against approved distribution plans, with signed records that account for every item distributed.

Issuance and Material Availability:

• Issue materials against approved requisitions and post all transactions within 48 hours.
• Monitor stock against agreed minimum and reorder levels and alert the Coordinator and Procurement early to prevent stock-outs and overstocking.

Inventory Control and Reconciliation:

• Carry out regular spot checks, cyclic counts and periodic stock-takes, reconcile physical stock with records, and investigate and report variances.
• Maintain a register of obsolete, expired, excess and slow-moving items and advise the Coordinator for review and disposal.

Regulatory Compliance, Documentation and Reporting:

• Maintain NAFDAC compliance documentation and the store records required for regulatory inspection and audit.
• Maintain store forms and reference numbering in line with the extended Group SCM SOP set, and support the transition of inventory records to a structured system (SAP / HMIS).
• Prepare weekly and monthly reports on stock movements, balances, near-expiry items, temperature excursions and donated stock, and provide shelf-life and consumption data for the annual/half-yearly procurement planning process.

Quality, Health, Safety & Environment:

• Drive compliance with Occupational Health, Safety, Quality and Environmental policies, processes, procedures and applicable legal requirements across the Oilserv business.
• Take responsibility for their own health & safety and that of stakeholders across the Oilserv business.
• Any other duty that may be assigned.