Assistant II - Inventory Management

Job Purpose

The role is responsible for maintaining accurate inventory records and implementing Quality Management System (QMS) processes across warehousing and inventory operations. It ensures regulatory and quality compliance, safeguards product integrity and supports efficient stock control to meet business and customer requirements.

Job Responsibilities:

• Receive, log and monitor emergency stock requests, coordinating with warehouse and logistics for immediate dispatch within prescribed response times and tracking outstanding units until returned, consumed, or converted to sale.
• Review sample and bidding requests for completeness, accuracy and stock availability, then initiate the related system transactions and maintain an updated registry with complete supporting documents.
• Process and release stock in accordance with approved policies, service level agreements and the approval matrix, ensuring complete approvals and documentation before release and reporting any delays with the corresponding reason.
• Conduct cycle counts and assist in physical inventory activities across warehouse, consignment and emergency stock locations, investigating discrepancies and endorsing stock adjustments for approvalImplement and maintain QMS procedures related to inventory handling, storage and product traceability.
• Implement and maintain QMS procedures related to inventory handling, storage and product traceability.
• Encode and validate stock movements in the system within the same day of transaction, maintaining accurate lot, serial, expiry and location details and flagging aging, near-expiry and slow-moving items.
• Ensure compliance with Good Distribution Practice for Medical Devices (GDPMDS) and other applicable regulatory requirements.
• Conduct internal audits and inspections of warehouse and inventory processes to identify non-conformances.
• Manage and document Corrective and Preventive Actions (CAPA) arising from inventory and quality issues.
• Identify and recommend improvements to inventory accuracy, storage practices and QMS processes.
• Prepare regular inventory accuracy and quality performance reports for management review.
• Support training of warehouse personnel on proper inventory handling and QMS procedures.
• Collaborate with cross-functional teams (Sales, Logistics, Regulatory Affairs) to resolve inventory and quality-related concerns.
• The Organization may assign additional duties, tasks and responsibilities that are reasonably related to the Employee’s position, job title and scope of work, as required to support operational and business requirements. Such additional duties and responsibilities shall be aligned with the Employee’s role, competencies and applicable organizational requirements.

  Qualifications:

• Bachelor's Degree in Supply Chain Management, Business Administration, or related field.
• Encode and validate stock movements in the system within the same day of transaction, maintaining accurate lot, serial, expiry and location details and flagging aging, near-expiry and slow-moving items.
• Maintain proper documentation and records to support internal and external quality/regulatory audits.
• At least 2-3 years of relevant experience in inventory management, warehouse operations, or quality management systems, preferably within the healthcare or medical device industry.
• Working knowledge of Good Distribution Practice for Medical Devices (GDPMDS) is an advantage.
• Experience conducting internal audits and handling CAPA documentation is preferred.
• Willingness to work on-site at warehouse/distribution facilities as required.

Competencies

• Proficiency in monitoring stock requests, inventory movements, stock availability and inventory records.
• Skilled in processing emergency, sample and bidding stock requests while ensuring timely release and complete documentation.
• Skilled in conducting cycle counts, investigating discrepancies and supporting stock adjustments.
• Proficiency in accurately recording and validating lot numbers, serial numbers, expiry dates, locations and stock movements.
• Knowledge of QMS procedures related to inventory handling, storage and product traceability.
• Understanding of Good Distribution Practice for Medical Devices and proper storage and handling requirements.
• Knowledge of documenting and monitoring Corrective and Preventive Actions related to inventory and quality issues.
• Proficiency in Microsoft Office & Inventory/Warehouse Management Systems.