Associate Warehouse Officer (This Position will close on Friday 22nd May, 2026)

The Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) is dedicated to eradicating HIV and AIDS, ensuring no family is devastated by the virus. As a leading organization in the global fight against pediatric HIV and AIDS for over 30 years, EGPAF champions the right of every child to live a full and healthy life into adulthood. We operate with core values of passion, innovation, teamwork, leadership, integrity, excellence, and equity, striving to maximize our positive impact within the communities we serve. EGPAF currently partners with national, district, and local governments, facilities, communities, and non-governmental organizations across 15 countries. To date, we have supported over 15,000 sites in providing comprehensive HIV counseling, prevention, diagnosis, and treatment services, integrated with high-quality family health care. Join us in our commitment to an AIDS-free generation.

EGPAF has been actively engaged in Malawi since 2001. Our current operations in Malawi focus on implementing evidence-based HIV prevention, care, and treatment strategies across 177 health facilities in nine districts. This work is made possible through EGPAF's funding from the U.S. President’s Emergency Plan for AIDS Relief/U.S. Centers for Disease Control and Prevention (PEPFAR/CDC), specifically through the Achieving HIV Epidemic Control through Scaling Up Quality Testing, Care and Treatment in Malawi initiative.

Job Description

The Associate Warehouse Officer will oversee warehouse operations, holding primary responsibility for managing all stock receipts and distributions within the facilities.

Stock and Store Management

• Process inventory requests, verifying the receipt of goods and materials against specified requirements to ensure fulfillment.
• Accurately record all received goods using standard templates and ensure proper storage and handling in adherence to safety, security, accountability, and transparency procedures.
• Maintain all store transaction paperwork, filing it systematically according to the established filing system.
• Ensure all items stored within the warehouses are meticulously recorded in the Warehouse Management system.
• Facilitate quarterly stock reconciliations and conduct mid-year and annual stock counts in accordance with established standards, in collaboration with the Warehouse Officer.
• Generate monthly warehouse reports as per established Warehouse and Inventory Standard Operating Procedures.
• Maintain up-to-date soft copy records of all stock using the Stock Monitoring Sheet.
• Distribute store records (SMS) monthly to the Senior Management Team (SMT) and program staff.
• Ensure all stock items are correctly positioned and readily accessible.
• Update stock/bin cards and the Stock Monitoring Sheet on a daily basis.
• Physically verify all stocks both upon receipt and dispatch.
• Ensure all necessary paperwork, including Internal Requisition Forms, Delivery Notes, Goods Receipt Notes, Packing Lists, and any other relevant documentation, is completed accurately.
• Finalize Goods Receipt Notes upon every receipt, coordinating with the Warehouse Officer and procurement staff.
• Monitor stock levels daily.
• Organize the efficient loading and unloading of goods from vehicles.
• Confirm that the correct quantities of stock are dispatched from stores as authorized.
• Report any missing stock or observed discrepancies immediately.
• Ensure all stock/bin cards are kept current at all times.
• Regularly check stock expiry dates and apply the First-In, First-Out (FIFO) procedure to minimize losses due to unobserved expiries.
• Conduct thorough weekly cleaning of all stores.
• Maintain clear floors, free of any obstructions.
• Ensure stores are kept free of vermin.
• Organize stores in an orderly manner.
• Verify that all stock is secure and that stock levels are accurately reflected on the appropriate bin cards.
• Ensure all stores are kept in a lockable state and promptly report any security concerns.

Distribution of Stock

• Manage internal requisition forms for local stock.
• Generate Goods Received Notes and Packing Lists for all stock being transferred to a secondary warehouse or final destination.

File Management

• Maintain all folders in an organized manner, including:
  • GRN & Packing Lists
  • Stock Cards
  • Bin Cards

Qualifications

• Possess a Diploma in Logistics and Supply Chain Management or a comparable qualification.
• Demonstrate excellent organizational abilities.
• Proficient in computer applications such as Excel, Word, PowerPoint, and Access.
• Exhibit strong communication skills.
• Ability to work independently and take initiative.
• Previous experience working within a warehouse environment is required.

Additional Information

Bonus Points

As a diverse, multinational, and multicultural organization, EGPAF strongly believes that workplace diversity enhances our work and amplifies our impact and effectiveness. We are committed to fostering an environment of mutual respect and integrity that promotes dignity and respect for all, enabling every employee to achieve their full potential. EGPAF is an equal opportunity employer, providing equal opportunities to all employees and applicants regardless of race/ethnicity, color, religion, sex (including pregnancy, gender identity, gender expression, and sexual orientation), national origin, age, disability, or genetics. In addition to adhering to country-specific legal requirements, EGPAF complies with U.S. laws governing non-discrimination in employment at all its locations.

Please note that the Foundation does not charge any fees at any stage of the recruitment process. If you are requested to pay a fee, please contact our hotline by phone (US: dial toll-free 888-225-1429; all other countries: collect 770-776-5674) or online at www.reportlineweb.com/pedaids.