Gift in Kind Officer

POSITION TYPE: Local Hire POSITION TITLE: Gift-in-Kind (GIK) Officer DIVISION: Global Health REPORTS TO: Supply Chain Manager / Logistics Manager HR WILL DETERMINE FSLA STATUS: Exempt Department Supply Chain / Logistics Project HOPE is an international NGO of more than 1000 engaged employees and hundreds of volunteers who work in more than 25 countries, responding to the world's most pressing global health challenges. Throughout our 60-year legacy, Project HOPE has treated millions of patients and provided more than $3 billion worth of medicines to local health care organizations around the world. We have helped build hundreds of health programs from the ground up and respond to humanitarian crises worldwide. Code of Conduct It is our shared responsibility and obligation to treat each other with respect, take affirmative steps to prevent matters involving Sexual Exploitation Abuse and Trafficking in Persons, and to disclose all potential and actual violations of our Code of Conduct, which may include Conflicts of Interest, Fraud, Corruption, Discrimination or Harassment. Together we can reinforce a culture of respect, integrity, accountability, and transparency. This position is being advertised contingent upon award; while the recruitment process will proceed as part of organizational preparedness, no formal offer will be extended until funding is confirmed 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. The GIK Officer works closely with the procurement, warehouse, fleet, program, and finance teams to ensure efficient handling of donated commodities and proper documentation and archiving. PRINCIPAL RESPONSIBILITIES: Receipt and Documentation of Donations • 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. Tracking and Inventory Management • 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. Warehouse Coordination • 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. Distribution Coordination • 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. Compliance and Reporting • 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. Coordination and Communication • 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 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. Languages • English – required • Arabic – desirable Working Conditions • Based in Gaza with possible travel to field locations and warehouses. • May require physical inspection of shipments and warehouse stock. PHYSICAL DEMANDS AND WORK ENVIRONMENT: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical demands: While performing the duties of this job, the employee must be mobile in an office environment and able to use standard office equipment. Must be able to communicate in verbal and written form. Project HOPE employees may be required to travel or work in countries where working conditions are classified as “hardship.” Work environment: Typical office environment with exposure to a minimal noise level. Emergency deployments may be in resource-deprived environments with austere living conditions. Travel for extended periods may be by air and/or other modes of transportation. Project HOPE employees may be required to travel or work in countries where working conditions are classified as “hardship.” Due to the substantial number of inquiries, we receive, only candidates who have met the required experience qualifications for this position will be considered. No phone calls please. However, since we are active around the world in the field of public health, we may wish to retain your CV in our database for other/future opportunities, unless you direct us otherwise.