Gift in Kind Officer

Position Summary

The Gift-in-Kind (GIK) Officer is responsible for the receipt, documentation, tracking, storage, and distribution of donated goods (primarily pharmaceuticals and medical supplies, but also other commodities) received from donors and partners. The position ensures that all gifts in kind are properly recorded, compliant with donor regulations, traceable throughout the supply chain, and distributed according to program needs.

Principal Responsibilities

• Receive and verify all gift-in-kind shipments from donors, partners, or suppliers. Ensure physical inspection of goods upon arrival with the warehouse team. Verify quantities, batch numbers, expiration dates, and product specifications, especially for pharmaceuticals and medical supplies.
• Prepare and maintain Goods Received Notes (GRN) and donation acceptance documentation. Ensure compliance with organizational policies and donor requirements for in-kind donations.
• Establish and maintain a Gift-in-Kind tracking system for all donated goods. Record all donations in the inventory management system or GIK database. Maintain accurate records of quantities received, stored, distributed, and remaining in stock. Track batch numbers and expiration dates for pharmaceutical products. Conduct periodic reconciliation with warehouse inventory records.
• Coordinate with the warehouse team to ensure proper storage of donated goods according to required conditions (temperature, humidity, etc.). Ensure proper labeling and segregation of GIK commodities from procured goods where required. Support regular stock counts and physical inventory checks.
• Coordinate with program teams and logistics staff to plan distribution of donated items. Prepare dispatch documentation, including waybills and release forms. Coordinate with the fleet team for transportation of donated goods to project sites or partner facilities. Ensure distribution records are complete and properly signed.
• Ensure all GIK activities comply with organizational policies and donor regulations. Maintain complete documentation and archiving of all GIK transactions. Prepare regular reports on donated commodities received, distributed, and remaining in stock. Support internal and external audits by providing required documentation and tracking records.
• Liaise with donors, program teams, and logistics staff regarding incoming donations and distribution plans. Coordinate with finance to ensure proper valuation and recording of in-kind donations where required. Support planning and forecasting for storage capacity and transportation needs related to donated goods.

Qualifications

• Bachelor’s degree in Logistics, Supply Chain Management, Pharmacy, Business Administration, or a related field.
• Minimum 2 years of experience in logistics, supply chain, or warehouse management, preferably in an INGO or humanitarian organization.
• Experience managing medical supplies or pharmaceutical commodities is highly desirable.
• Experience working with donor-funded programs (USAID, UN, ECHO, etc.) is an asset.

Skills and Competencies

• Strong inventory management and documentation skills.
• Knowledge of pharmaceutical handling standards (batch tracking, expiry management).
• Experience using inventory tracking systems or Excel-based databases.
• Strong organizational and archiving skills.
• Ability to coordinate with multiple departments (warehouse, fleet, programs, finance).
• Good communication and reporting skills.
• Attention to detail and high level of accountability.