Job Description

Stock Admin Assistant

Job Description

Date: September 2026

Role: Stock Admin Assistant

Reporting to: Clinical Operations and Procurement Manager

Key relationships: Hospital Manager, CNVR Manager, Clinical Team, ACA Team, Finance Team

Location: WECare Pharmacy, Kapugama, Southern Province, Sri Lanka

Primary purpose of the role:

The Stock Admin Assistant supports the Lead Stock Controller with the day-to-day organisation, administration and accuracy of WECare's stock. This includes receiving and storing stock, maintaining inventory records, supporting replenishment and stock counts, and helping manage the inventory system. The role works across the Hospital and CNVR teams to ensure stock is available, well organised and accurately recorded, including donated stock.

Who we are:

WECare Worldwide is a UK and Sri Lankan registered charity set up by veterinary surgeon Janey Lowes. Our mission is to provide international standard veterinary care for less fortunate animals around the world, starting in Sri Lanka. The WECare Team is made up of passionate, dedicated and brilliant individuals who know how to work hard and enjoy ourselves while we do it. We aim to change the outlook for street dogs worldwide, with 75% of the globe's dog population going without access to healthcare. We want to plug that gap and provide them with a whole lot of love while we do it!

Key responsibilities:

1. Stock Receiving, Storage & Replenishment:
   • Receive, check and correctly store incoming stock, including pharmaceutical supplies, consumables and donated items.
   • Keep stock rooms and storage areas clean, safe, tidy and well organised, ensuring stock is put away correctly.
   • Monitor stock levels, expiry dates and stock rotation, flagging low stock and helping to minimise shortages and wastage.
   • Support weekly Hospital and CNVR replenishment and assist the Lead Stock Controller with ordering and maintaining adequate supplies.
2. Inventory Management & Administrative Duties:
   • Maintain accurate stock and inventory records, including stock movements and quantities.
   • Assist with regular stock takes and monthly cycle counts, helping to identify and investigate stock discrepancies.
   • Support the implementation and ongoing management of the inventory system, including products, quantities, batch numbers and expiry dates where applicable.
   • Record donated stock accurately in line with WECare's processes.
   • Support the preparation of stock reports, audits and compliance checks.
   • Liaise with suppliers and internal teams on stock-related matters as directed by the Lead Stock Controller.
   • Be mindful of WECare's financial context and help minimise stock loss, expiry and wastage.
3. Team Support & Development:
   • Support the Lead Stock Controller with the day-to-day running of the stock function, completing assigned tasks accurately and on time.
   • Work collaboratively with the Hospital, CNVR, Clinical and ACA teams to support stock requests and the smooth movement of supplies.
   • Participate in relevant training and remain open to learning new stock-management processes, systems and procedures.
   • Carry out such other duties as may be required, commensurate with the level of responsibility, as directed by management.

Key Attributes:

• Support and respect team members, contributing to a positive and productive work environment.
• Positive, can-do attitude and experience working in a busy, fast-moving environment.
• Self-motivated and able to use initiative to tackle tasks proactively.
• Highly organised, trustworthy and able to manage time and priorities effectively.
• Strong attention to detail when recording quantities, batch numbers, expiry dates and stock movements.
• Comfortable using spreadsheets and stock-management software; training will be provided where required.
• Flexible, adaptable and resilient as priorities may change in a dynamic working environment.
• Consistently uphold professional standards and WECare's values.
• Act with integrity and professionalism when representing the organisation.

WECare Worldwide Stock Admin Assistant, September 2026

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