OPERATIONS, QA & REGULATORY MANAGER

Location: Kampala (Bunga), Uganda

Department: Operations / Quality Assurance / Regulatory Affairs

Hierarchical Supervisor: Managing Director

Technical Supervisor: N/A

Direct Reports: Warehouse Lead, Logistics & Transit Lead, Customer Care Unit Lead, QA & Regulatory Assistant

Remuneration: PHARMA - UGX 3,500,000 – UGX 4,500,000

MISSION STATEMENT

To provide strategic and operational leadership across inventory management, order fulfillment, and logistics; to establish and maintain a robust Quality Management System (QMS); and to oversee all regulatory affairs (including dossiers, licenses, product registrations, and authority relations). The primary objective is to safeguard product quality, elevate service levels, and ensure total regulatory compliance to drive business continuity and growth.

KEY DUTIES & RESPONSIBILITIES

1. Warehouse Management & Stock Control

• Prepare, schedule, and oversee annual, semi-annual, and rotating stock counts; analyze discrepancies and implement corrective action plans.
• Conduct weekly stock movement analyses to resolve daily operational anomalies proactively.
• Standardize receiving workflows for both imported container shipments and local supplier deliveries.
• Ensure accurate, timely, and compliant product handling (receipts, put-away, transfers, replenishment, and returns).
• Oversee the maintenance and availability of operational equipment (handling gear, vehicles) and consumables.

2. Logistics, Customer Care & Fulfillment

• Ensure strict regulatory and normative compliance across all storage and distribution activities.
• Oversee order intake across all channels (telesales, customer care) and enforce strict call schedule adherence.
• Supervise end-to-end processing and dispatch in alignment with high-performance metrics (low error rate, minimal undelivered packages, and strict on-time delivery).
• Manage customer inquiries and complaints promptly, developing long-term service recovery and improvement protocols.

3. Financial Control & Operational Governance

• Monitor, manage, and optimize operational expenses (overtime, vehicle fuel costs, and equipment maintenance).
• Exercise delegated site management authority with high accountability and integrity.
• Identify operational non-conformities across inventory, overheads, and service quality; execute and evaluate corrective actions.
• Prepare comprehensive monthly operational summary reports for executive leadership.

4. Quality Assurance & QMS Management

• Establish, maintain, and continuously refine the Quality Management System (QMS), aligning Standard Operating Procedures (SOPs), policies, and quality manuals with GDP/GMP standards.
• Oversee document control, change management processes, and staff training records.
• Plan and execute internal audits across warehouse, supply chain, and distribution workflows.
• Lead host activities for external, regulatory, and customer audits, including preparation of necessary documentation.
• Drive non-conformity/deviation management, Corrective and Preventive Actions (CAPA), and effectiveness verification checks through to closure.
• Conduct comprehensive quality risk assessments and implement preventive measures.

5. Regulatory Affairs & Compliance

• Coordinate the end-to-end preparation, submission, and renewal of regulatory dossiers, licenses, permits, and product registrations in close partnership with local regulatory bodies and relevant partners.
• Monitor national and regional regulatory changes, assessing impact on operations and implementing necessary shifts.

6. Team Leadership & Stakeholder Management

• Directly supervise, mentor, and build capacity across the warehouse, logistics, and customer care teams.
• Serve as the principal contact point for executive leadership on all operational, quality, and regulatory matters.

REQUIRED QUALIFICATIONS & EXPERIENCE

Education: Bachelor’s Degree in Pharmacy, Pharmaceutical Sciences, Public Health, Biotechnology, Quality Management, or a related field.

Experience: Minimum of 3 years of relevant experience in warehouse/operations management, quality assurance, or regulatory affairs within a regulated pharmaceutical or healthcare distribution environment.

Regulatory Expertise: In-depth knowledge of Good Distribution Practice (GDP) and Good Manufacturing Practice (GMP) frameworks.

Audit & QMS: Proven track record in managing a QMS, executing CAPAs, leading audit responses, and liaising directly with regulatory agencies.

COMPETENCY MATRIX

Competency Area Description & Required Skills

Core Knowledge

• Comprehensive understanding of pharmaceutical distribution models and local regulatory frameworks (GDP/GMP).

• Strong functional product and pharmacology knowledge.

• Customer service and account relationship principles.

Technical Know-How

• Proficient in enterprise management software (ERP/SAP preferred) and MS Office Suite.

• End-to-end mastery of supply chain, stock control, and cold-chain/distribution processes.

• Hands-on expertise in compiling regulatory dossiers and handling registrations.

• Advanced capability in QMS design, internal/external auditing, and risk management.

Behavioral Competencies

• Leadership & Strategic Vision: Strong management presence with the capability to align daily execution with broader business goals.

• Rigor & Precision: Methodical approach to procedures, compliance, and documentation.

• Anticipation & Responsiveness: Ability to forecast bottlenecks, mitigate risks early, and act swiftly under pressure.

• Interpersonal Excellence: Active listener with strong communication skills and absolute discretion/confidentiality.

How to Apply:

All applications will be received and reviewed through the BrighterMonday Portal by clicking on the 'Apply Here' section