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Key Responsibilities and Required Skills for Vaccine Logistics Assistant

💰 $ - $

LogisticsSupply ChainHealthcarePublic Health

🎯 Role Definition

The Vaccine Logistics Assistant is a cornerstone of our public health infrastructure, playing a vital, hands-on role in the safe and efficient management of vaccine supplies. This position provides essential support to the logistics and supply chain team, ensuring that life-saving vaccines are received, stored, handled, and distributed according to stringent regulatory and temperature-control protocols. The role is fundamentally about precision and reliability; it directly impacts our ability to execute successful immunization campaigns by guaranteeing the integrity and availability of our vaccine inventory from the moment it arrives at our facility to its final destination.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Warehouse Associate
  • Administrative Assistant (Healthcare)
  • Pharmacy Clerk

Advancement To:

  • Vaccine Logistics Coordinator
  • Cold Chain Specialist
  • Supply Chain Analyst

Lateral Moves:

  • Medical Supply Coordinator
  • Pharmacy Technician

Core Responsibilities

Primary Functions

  • Meticulously monitor and document temperatures of refrigeration and freezer units, ensuring all vaccines are stored within the required strict temperature ranges to maintain efficacy and safety.
  • Execute the receiving process for all incoming vaccine shipments, carefully inspecting packages for signs of damage or temperature excursions and verifying contents against packing slips and purchase orders.
  • Manage the end-to-end cold chain process, including the proper packing of vaccines in qualified containers with temperature monitoring devices for outbound distribution to clinics and partner sites.
  • Maintain a high level of accuracy in inventory records by performing regular data entry into the inventory management system (IMS) for all stock movements, including receipts, dispatches, and adjustments.
  • Conduct routine physical inventory counts and cycle counts, reconciling any discrepancies between physical stock and system records to ensure data integrity and prevent stockouts.
  • Prepare and assemble vaccine orders for shipment, ensuring accurate picking of products and quantities based on allocation plans and distribution orders from clinical or public health teams.
  • Generate and maintain all required documentation for vaccine handling and distribution, including temperature logs, shipping manifests, chain of custody forms, and packing lists, ensuring compliance with GDP (Good Distribution Practice).
  • Coordinate with third-party logistics (3PL) providers and courier services to schedule pick-ups and deliveries, tracking shipments in transit to ensure timely and safe arrival at their destination.
  • Respond promptly to any temperature alarms or alerts from monitoring systems, initiating established emergency protocols to safeguard vaccine inventory and reporting incidents immediately to the Logistics Supervisor.
  • Manage the inventory of ancillary supplies, such as syringes, needles, diluents, and personal protective equipment (PPE), ensuring they are available to support vaccination activities.
  • Implement proper stock rotation procedures, adhering to First-Expiry, First-Out (FEFO) principles to minimize waste due to product expiration.
  • Handle the segregation, documentation, and disposal of expired, damaged, or spoiled vaccine products in accordance with organizational policies and environmental regulations.
  • Assist in the calibration and maintenance of temperature monitoring equipment and cold storage units, coordinating with service technicians as needed.
  • Prepare regular and ad-hoc reports on inventory levels, stock movement, distribution activities, and temperature data for management review.
  • Support the returns process for unused vaccines from satellite sites, ensuring they are handled, inspected, and reintegrated into inventory according to established protocols.
  • Maintain a clean, organized, and secure storage environment within the warehouse or pharmacy, adhering to all health and safety guidelines.
  • Provide logistical support during emergency response situations or mass vaccination campaigns, which may require flexible hours and rapid reprioritization of tasks.
  • Liaise with clinical staff, pharmacists, and public health officials to clarify order details, communicate shipment statuses, and resolve any logistical issues.
  • Participate in internal and external audits by providing requested documentation and explaining processes related to vaccine management and storage.
  • Continuously update knowledge on best practices and regulatory requirements for vaccine storage and handling, including guidelines from the CDC, WHO, and other relevant health authorities.
  • Assist in training new staff or clinical partners on proper vaccine handling, packing, and storage procedures to ensure consistency across the supply chain.
  • Utilize enterprise resource planning (ERP) or specialized supply chain software to process transactions and track assets throughout their lifecycle.

Secondary Functions

  • Support ad-hoc data requests from management and clinical teams regarding inventory levels, distribution rates, and wastage data.
  • Contribute to continuous improvement initiatives by identifying and suggesting enhancements to logistics workflows, documentation, and inventory control processes.
  • Collaborate with procurement and finance departments to reconcile delivery records with purchase orders and invoices.
  • Participate in regular team meetings, safety briefings, and planning sessions to ensure alignment with departmental goals and operational priorities.

Required Skills & Competencies

Hard Skills (Technical)

  • Cold Chain Management: Deep understanding of the principles and procedures for maintaining temperature integrity for sensitive biological products.
  • Inventory Management Systems (IMS/WMS): Proficiency in using software to track stock, process orders, and manage inventory levels (e.g., SAP or industry-specific platforms).
  • Data Entry & Accuracy: High-speed, precise data entry skills for maintaining accurate logistics and inventory records.
  • Temperature Monitoring Technology: Experience operating and interpreting data from digital data loggers (DDLs) and other temperature monitoring devices.
  • Microsoft Office Suite: Advanced proficiency in Microsoft Excel for data analysis, tracking, and reporting, along with competence in Word and Outlook.
  • Regulatory Compliance (GxP): Knowledge of Good Storage Practice (GSP) and Good Distribution Practice (GDP) standards for pharmaceuticals.
  • Supply Chain & Logistics Fundamentals: Solid understanding of basic logistics principles, including receiving, warehousing, stock rotation (FEFO), and shipping.
  • Report Generation: Ability to compile and format data into clear and concise reports for management.
  • Safe Material Handling: Knowledge of proper lifting techniques and procedures for handling materials, including potentially hazardous ones like dry ice.
  • Quality Assurance Processes: Familiarity with procedures for inspecting products, identifying non-conformance, and executing corrective actions.

Soft Skills

  • Extreme Attention to Detail: Absolutely critical for preventing errors in temperature monitoring, inventory counts, and order fulfillment that could compromise vaccine viability.
  • Problem-Solving: The ability to think quickly and act decisively when faced with logistical challenges, such as a temperature excursion or a delayed shipment.
  • Clear Communication: Excellent verbal and written communication skills for coordinating with team members, drivers, and clinical partners.
  • Adaptability & Flexibility: Capacity to work effectively in a high-pressure, fast-paced environment and adapt to changing priorities, especially during public health emergencies.
  • Time Management & Organization: Strong organizational skills to manage multiple tasks simultaneously and meet tight deadlines for shipments and reporting.
  • Teamwork & Collaboration: A cooperative mindset with the ability to work effectively as part of a larger logistics and healthcare team.
  • Proactiveness: A forward-thinking approach to identify potential issues before they become problems, such as forecasting supply needs or potential equipment failures.
  • Stress Tolerance: The resilience to remain calm and focused while handling high-value, life-saving products under stringent time constraints.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or equivalent (GED).

Preferred Education:

Associate’s or Bachelor's Degree.

Relevant Fields of Study:

  • Supply Chain Management
  • Logistics
  • Business Administration
  • Public Health

Experience Requirements

Typical Experience Range:

1-3 years of experience in a logistics, warehouse, or supply chain role.

Preferred:

Direct experience in a pharmaceutical, healthcare, laboratory, or cold chain logistics environment is highly desirable. Experience handling temperature-sensitive or high-value goods is a significant asset.

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