Pharmacy Warehouse Supervisor

Location: ICD Long Binh, Bien Hoa, Dong Nai, Vietnam
Department: SCM - Logistics
Reports to: Manager - Logistics

Job Purpose

The job holder is responsible for ensuring smooth warehouse operations in compliance with GSP requirements, company SOPs, and local regulations. The role manages 3PL/4PL warehouse operations, oversees quality and compliance activities, and supports continuous improvement of logistics processes.

Key Responsibilities

1. Warehouse Management (35%)

• Manage 3PL and 4PL warehouse operations covering inbound, inventory, outbound, and customer complaint activities.
• Conduct physical stock counts and stock reconciliations.
• Monitor daily warehouse reports to ensure smooth operations.
• Review and resolve system interface transaction errors with 4PL providers.
• Ensure inventory is managed according to expiry dates and temperature requirements.
• Ensure accurate picking, packing, and on-time delivery.
• Supervise temperature and humidity monitoring records and maintain audit documentation.
• Coordinate with internal stakeholders to resolve DDR reports, expired goods, and inventory adjustments.
• Process goods receipt transactions and maintain inventory records in SAP.
• Manage customer consignment inventory.
• Coordinate failed delivery handling and work with customers and internal teams to ensure timely delivery.
• Review warehouse documentation to ensure compliance with company SOPs and requirements.
• Conduct monthly warehouse inspections, identify non-conformities, and follow up CAPA implementation until closure.

2. Billing Processing (15%)

• Verify warehouse expense invoices submitted by 3PL and 4PL providers.
• Obtain required approvals and coordinate with Finance for vendor payment processing.

3. SOP Management & Regulatory Compliance (15%)

• Coordinate with logistics partners to review and update SOPs related to warehouse and logistics operations.
• Ensure operational compliance with company SOPs and applicable pharmaceutical regulations.
• Update and provide training on regulations related to importation, storage, distribution, and transportation of pharmaceutical products.

4. Quality Management (25%)

• Take responsibility for all GSP warehouse quality and compliance activities.
• Approve inbound and outbound warehouse activities or delegate as appropriate.
• Prepare and submit reports required by regulatory authorities.
• Monitor documentation compliance related to GSP, GDP, Circular 36, and other regulatory requirements.
• Review temperature and humidity control records and ensure document retention according to legal requirements.

5. GSP Maintenance & Implementation (10%)

• Develop plans, documentation, and execute GSP validation and re-validation activities.
• Maintain and manage the company's quality system, quality manual, and quality policies in accordance with GSP requirements.

Qualifications

Education

Required

• Bachelor's Degree in Pharmacy.

Preferred

• Master's Degree or higher.

Experience

Required

• Minimum 4 years of relevant experience in Pharmacy.
• Knowledge of Medical and Pharmaceutical products.
• Good English communication skills.

Preferred

• Experience in Logistics or Supply Chain Management.
• Knowledge of GSP, GDP, GMP, ISO 9001, and ISO 13485.
• SAP experience.

Key Skills

• Microsoft Office (Word, Excel, PowerPoint)
• Power BI
• Problem Solving
• Time Management
• Logical Thinking

Key Stakeholders

Internal

• Import & Export Team
• Demand Planning Team
• Sales & Marketing Team
• Quality Management Team
• Regulatory Affairs Team

External

• 3PL Providers
• 4PL Providers
• Dealers and Customers

Why Join Us?

• Opportunity to work in a highly regulated pharmaceutical logistics environment.
• Exposure to warehouse operations, quality management, and supply chain compliance.
• Cross-functional collaboration with Supply Chain, Quality, Regulatory Affairs, and Commercial teams.
• Involvement in GSP governance and continuous improvement initiatives.