Job Summary 

The Warehouse Supervisor manages warehouse operations and is accountable for the custody, condition,traceability and accurate recording of stock. The role supervises warehouse personnel, controls receiving and dispatch, investigates stock discrepancies and provides records for independent verification by Finance. It coordinates order fulfilment with Sales and delivery personnel while maintaining clear separation between stock custody, commercial decisions and financial approval. The portfolio includes prescription and over the counter pharmaceuticals, vitamins and supplements, adult medical and care items, medical devices, baby related products and pharmaceuticals, cosmetics, consumer health products and other approved product lines. Products must be handled under Company procedures, approved storage requirements and applicable quality and regulatory standards.

Key Responsibilities 

Inventory accountability and warehouse operations

1. Manages receiving, storage, stock transfers, picking, packing and dispatch. Plans workloads, assigns warehouse duties and monitors order accuracy and turnaround times.

2. Maintains accurate stock records by product, SKU, quantity, batch or lot, expiry date and location. Records receipts, issues, transfers and returns promptly against approved supporting documents.

3. Checks incoming stock against purchase orders and supplier delivery documents, verifying quantities, descriptions, batches, expiry dates and packaging condition. Records and promptly reports discrepancies.

4. Organizes cycle counts and full physical stock counts. Provides access and records for independent verification by Finance or an authorized person outside warehouse stock custody.

5. Compares physical stock with system balances, investigates variances and submits evidence and proposed corrections for independent review and approval before adjustments are posted.

6. Monitors stock availability, reorder levels, stock-outs, excess stock and expiry exposure. Provides replenishment recommendations and warehouse capacity information to management and the responsible purchasing personnel.

7. Supervises and trains warehouse personnel, reviews performance and recommends staffing or process improvements. Maintains safe working practices, clean storage areas and controlled warehouse access.

Storage quality and product traceability

1. Maintains batch and expiry traceability and applies FEFO (First Expiry, First Out) when allocating stock for dispatch.

2. Maintains approved storage conditions, including temperature, humidity and cold-chain monitoring where applicable. Records readings and escalates excursions promptly.

3. Separates and secures quarantined, returned, damaged, expired, recalled and other non-conforming stock.

4. Prevents release without authorization under the Company’s quality procedures.

5. Reports suspected counterfeit or tampered products, quality concerns and other material stock issues to the Director and designated Quality representative.

6. Records customer product complaints and adverse-event information and escalates them promptly to the authorized Quality representative under Company procedures.

7. Supports recalls, mock recalls, audits, investigations and corrective and preventive actions. Provides records tracing affected batches, stock locations, dispatches and customers.

Order fulfilment and document verification

1. Receives approved orders from Sales or the designated order-processing personnel. Confirms stock availability and obtains evidence of Finance clearance where payment or credit approval is required.

2. Verifies picked goods against the approved order, invoice and delivery documents, checking quantities, batches, expiry dates and product status before dispatch.

3. Maintains a documented picking and dispatch check by a second authorized person where practicable, follows an approved alternative verification procedure when staffing limits prevent this.

4. Prepares goods-received records, packing lists and delivery notes. Tallies quantities dispatched against invoices and stock movements; sends discrepancies and supporting documents to Finance for review.

5. Coordinates deliveries and retains proof of delivery. Handles operational customer queries about availability, delivery status and discrepancies, referring quotations, selling and commercial terms to Sales. Does not provide medical or clinical advice.

6. Records and inspects returned goods, verifies them against original dispatch records and places them in quarantine. Sends supporting records to Finance for any approved credit and refers product disposition to authorized Quality personnel.

Separation of duties and authority limits

Sales and Business Development retains responsibility for selling, customer development visits, salespeople, sales routes, market surveys, demographic analysis and regional and worldwide product trends. Finance retains billing, payment records, receivables and financial reconciliations, with reconciliations independently reviewed by a person who did not process the transactions and approvals under Company authority limits.

1. Provides stock and dispatch evidence for Finance checks. Does not issue sales invoices or receipts, collect customer payments, negotiate prices or credit terms, or approve discounts, refunds, credits or write-offs.

2. Records routine supported stock movements within assigned system permissions. Stock adjustments and write-offs require independent verification and authorization by the designated approver.

3. Keeps an audit trail for stock transactions and corrections. Does not approve their own discrepancies, adjustments or transactions; reports requests to bypass controls to the Director.

Reporting and Coordination

1. Provides daily receiving, dispatch, returns and exception records to Finance and Sales as appropriate. Reports urgent stock, security, storage and quality issues immediately.

2. Submits weekly and monthly warehouse reports to the Director, covering stock accuracy, availability, stock-outs, slow-moving and non-moving goods, expiry exposure, returns, dispatch accuracy and outstanding corrective actions.

3. Supplies stock movement and ageing information to Sales and Business Development for demand planning and product decisions. Coordinates with Finance on inventory valuation and independent reconciliation.

4. Performs other related warehouse duties assigned by the Director, maintaining the approved separation of duties and financial and quality controls.

Job Specification and Required Competencies

Qualifications and Experience

1. Diploma or degree in logistics, supply chain, operations, business management or a related field, or an equivalent combination of relevant training and practical experience.

2. At least three years of warehouse, inventory or distribution experience, including supervisory responsibility.

3. Pharmaceutical, medical, consumer health or regulated-product experience is preferred.

4. Demonstrated experience managing stock counts, investigating inventory variances, supervising warehouse personnel and verifying receiving and dispatch documents.

5. Proficiency in Microsoft Excel and Word and practical experience with inventory or warehouse-management software. Ability to maintain accurate records and produce stock reports.

6. Working knowledge of FEFO, batch and expiry traceability, storage controls, returns, quarantine and recall procedures. Willingness to complete required product, quality and safety training.

7. Ability to work in a warehouse environment and undertake physical tasks safely. A valid driver’s permit would be an asset where operational duties require travel.

Competencies Required

1. Strong leadership, work planning, staff supervision and practical problem-solving skills.

2. Accuracy in stock counting, data entry, document verification and inventory record keeping.

3. Ability to analyze stock movement, ageing, availability and discrepancies and recommend corrective action.

4. Professional communication and cooperation with Finance, Sales, Quality, delivery personnel and customers on operational matters.

5. Integrity, confidentiality, dependable follow-through and consistent adherence to procedures, system permissions and approval limits.

6. Commitment to safe storage, product quality and prompt escalation of exceptions.