Warehouse Manager

JOB SUMMARY :

The Warehouse Manager is responsible for the receipt, storage, and distribution of veterinary pharmaceutical products, ensuring compliance with regulatory standards and Good Storage & Distribution Practices (GSDP).

The role involves managing inventory accuracy, leading the warehouse team, and coordinating closely with logistics and supply chain departments to maintain timely and safe delivery of medical products.

KEY RESPONSIBILITIES & DUTIES

• Warehouse Operations Management /

- Manage overall warehouse operations in compliance with company policies and the organization’s vision.

- Supervise all warehouse activities including receiving, storing, dispatching, and internal distribution of veterinary pharmaceutical products.

- Ensure all warehousing, handling, and shipping processes adhere to regulations and veterinary pharmaceutical storage standards (temperature control, segregation of batches, and expiry management, e.g.).

- Oversee warehouse layout planning, ensuring optimal use of space and efficient workflow.

- Develop, implement, and enforce Standard Operating Procedures (SOPs) for all warehouse functions.

- Ensure continuous compliance with Good Storage and Distribution Practices (GSDP) applicable to veterinary medicines.

• Inventory Control & Accuracy /

- Supervise stock control operations, ensuring data accuracy and reconciliation with ERP or warehouse management systems.

- Maintain accurate and up-to-date records of all stock movements, transfers, and transactions.

- Conduct periodic (monthly, quarterly, and annual) inventory counts and variance analyses, reporting results to management.

- Monitor inventory levels to ensure adequate stock availability while minimizing overstock and expiry risks.

- Implement (First-In, First-Out) and (First-Expire, First-Out) principles in all storage areas.

- Oversee proper labelling, batch tracking, and expiry monitoring of veterinary pharmaceutical items

• Compliance, Safety & Quality /

- Ensure all warehouse operations comply with health, safety, and hygiene regulations as set by authorities and internal company policies.

- Maintain proper temperature, humidity, and light conditions within the warehouse, particularly for temperature-sensitive veterinary medicines.

- Ensure the security of the warehouse and stock through proper access control, CCTV monitoring, and alarm systems.

- Oversee safe loading and unloading procedures to prevent damage or contamination.

- Ensure compliance with Good Storage and Distribution Practices , product recall readiness, and audit requirements.

• Reporting & Budget Management /

- Prepare monthly and annual reports on stock movements, warehouse efficiency, discrepancies, and operational KPIs.

- Prepare and control the warehouse’s annual operational budget, covering facilities, labour, and equipment costs.

- Analyse warehousing expenses and identify cost-saving opportunities without compromising operational quality or compliance.

- Report to the Supply Chain Manager with analyses on achieved and pending operational plans, including justifications and improvement recommendations.

• Process Optimization & Strategic Planning /

- Continuously assess warehouse efficiency and propose process improvements to enhance productivity and reduce costs.

- Ensure best utilization of warehouse space, material handling equipment, and manpower.

- Coordinate with Procurement and Distribution teams to ensure accurate demand forecasting and stock replenishment.

- Oversee the implementation and optimization of warehouse management systems and digital solutions.

- Plan and prepare for business growth by evaluating and recommending additional or alternative warehouse facilities if needed.

• Compliance & Audit Support /

- Ensure all financial transactions comply with company policies and regulations.

- Support internal and external audits by providing required schedules and documentation.

- Maintain proper documentation for contracts, supplier agreements, and bank files.

- Ensure VAT compliance and proper submission of related documents.

- Maintain digital audit trails for ERP transactions.

- Assist in implementing internal controls and compliance where applicable.

• Staff Leadership & Development /

- Supervise, guide, and evaluate warehouse supervisors, storekeepers, and other warehouse personnel.

- Assign duties, monitor performance, and ensure team adherence to company standards and operational efficiency.

- Conduct performance appraisals, identify training needs, and organize relevant training sessions on safety, handling, and warehouse systems.

- Foster teamwork, accountability, and continuous improvement within the warehouse team.

• Cooperation with Logistics & Supply Chain Teams /

- Act as a key link between the warehouse and the logistics & supply chain departments to ensure end-to-end operational efficiency.

- Coordinate with the logistics team to plan and schedule inbound and outbound deliveries, ensuring timely distribution to branches, customers, and veterinary clinics.

- Work closely with the procurement team to align stock availability with purchasing plans and supplier lead times.

- Collaborate with the supply chain planning team to forecast demand and maintain optimal stock levels across all product categories.

- Provide regular updates on stock status, expiries, and delivery performance to support accurate supply chain decision-making.

- Coordinate with the transport and logistics teams to ensure proper documentation, temperature control during transit, and compliance with delivery protocols.

- Participate in supply chain meetings and contribute to process improvements, distribution planning, and cost optimization initiatives.

COMMUNICATION CHANNELS / FRAMEWORK

• Internal Communication

Supply Chain Manager / Operations Director

• Report warehouse performance, KPIs, inventory variances, budget updates, and operational issues.

Logistics Team

• Coordinate inbound/outbound deliveries, schedule shipments, temperature-sensitive handling, and transport compliance.

Procurement / Purchasing

• Align warehouse stock levels with purchasing plans, communicate shortages, and forecast demand.

Regulatory

• Ensure compliance with Good Storage and Distribution Practices (GSDP), product recalls, audit preparation, and inspection readiness.

Warehouse Supervisors & Team

•Task assignments, SOP compliance, performance feedback, health & safety updates, training, and team motivation.

Finance / Accounting

• Budget reporting, expense approvals, VAT compliance, and internal audit support.

IT / Systems Support

• ERP issues, warehouse management systems updates, digital reporting tools, or automation support.
• External Communication

Suppliers / Vendors

• Confirm deliveries, reconcile invoices, track temperature-sensitive shipments, resolve discrepancies, and communicate lead times.

Third-Party Logistics / Transport Providers

• Coordinate delivery schedules, monitor compliance with temperature and handling standards, report issues during transit.

Regulatory Authorities (MOH, Municipality, Veterinary Authorities)

• Compliance reporting, licensing, inspections, and audit coordination.

Customers / Branches (Internal Distribution)

• Update on stock availability, delivery schedules, and urgent fulfilment requests.

(KPIs)

- Inventory & Stock Management (Accuracy of stock records vs. physical count / Difference between system inventory and actual stock / Percentage of stock approaching expiry to ensure proper FEFO compliance / Percentage of critical veterinary medicines available as per demand forecasts / Number of occurrences where stock levels exceed or fall below predefined thresholds)

- Warehouse Operations Efficiency (Correct items picked, packed, and dispatched without errors / Time taken from receiving requisition to dispatch / Effective use of storage space relative to total available / Proper usage and maintenance of material handling equipment / Products damaged, lost, or mishandled within the warehouse)

- Compliance & Quality (Compliance with Good Storage & Distribution Practices and UAE regulations / Number of deviations reported in internal or external audits / Adherence to storage requirements for temperature-sensitive medicines / Number of safety incidents in warehouse operations)

- Staff Management & Leadership (Completion of assigned tasks per shift - team member / Percentage of warehouse staff completing required training on time / Annual turnover of warehouse personnel / Timely completion of staff evaluations)

- Cost & Budget Management (Actual warehouse expenses compared to planned budget / Efficiency in operational cost per processed order or item / Minimizing losses due to expiration, mishandling, or poor storage)

- Coordination with Logistics & Supply Chain (Timely dispatch of products - On-Time Delivery to Branches / Percentage of issues addressed within agreed SLA with supply chain and logistics teams / Coordination effectiveness in aligning deliveries with procurement plans / Average time to fulfil pending orders due to stock shortages)

- Continuous Improvement & Strategic Planning (Number of warehouse optimization or cost-saving initiatives implemented per year / Reliability of digital records and reporting tools / Overall achievement of monthly or quarterly KPIs)

ACADEMIC QUALIFICATIONS

• Bachelor’s degree in Business Administration, Supply Chain Management, Logistics, or a related field (mandatory).
• Professional certifications preferred: CSCP, CLTD, GSDP, or relevant pharmaceutical warehousing compliance training.
• Strong knowledge of warehouse principles, GCC regulations, and industry standards.
• Proficient in ERP systems (SAP, Oracle, MS Dynamics) with advanced MS Excel and operational modelling skills.

PROFESSIONAL EXPERIENCE

• 5–7 years of warehouse management experience, preferably in pharmaceutical, veterinary, or medical sectors.
• Experience in multi-branch operations, inter-branch transactions, and regulatory or audit compliance.
• Strong background in inventory control, COGS allocation, and use of ERP/WMS systems for stock monitoring.
• Proven ability to coordinate across Operations, Procurement, Logistics, and external partners for smooth stock flow and timely distribution.

OTHER SKILLS / REQUIREMENTS

• Strong leadership, team supervision, and staff development capabilities.
• Excellent analytical, problem-solving, and decision-making skills to optimize warehouse performance.
• Solid understanding of health, safety, and regulatory requirements for veterinary pharmaceutical products.
• Ability to manage budgets, operational costs, KPIs, and communicate effectively with cross-functional teams and external stakeholders.

Job Type: Full-time