Pharmacy Supervisor – MEET Project

The main purpose of the Position

Ensuring general functioning of the pharmacy and supervising pharmacy supply chain processes in accordance with MSF standards, protocols and procedures, in order to ensure its efficiency and operating availability.

Accountabilities

• Ensuring storage, stock management and supply processes, as well as hygiene and security procedures, tools, and protocols (controlling pests and rodents), implementing appropriate quality controls and records, in order to ensure good storage conditions (temperatures, humidity and light exposure) and availability of drugs and medical material, according to MSF protocols, national regulations and in cooperation with the logistics department.
• Coordinating the delivery, reception and recording of international and local orders, in close coordination with the logistics department, updating stock files and informing line managers on their status (shortfalls, over-stocking, expiry dates), in order to permanently ensure security stock levels and ensure efficient management of stock.
• Supervising orders of medical and drug material in order to ensure an efficient and appropriate consumption pattern under budget constraints.
• Supervising the supply of drugs to patients, according to medical prescriptions, informing them on consumption patterns and keeping conditions in order to ensure their therapeutic progression.
• Ensuring efficient supply to other pharmacies managed/supported by MSF according to orders and stocks and using cold chain when needed. Monitoring and analysing orders of dependent pharmacies in order to avoid ruptures of stock or having expired drugs.
• Supervising, with the HR department, the associated processes (sizing, staff shifts, recruitment, training, performance evaluation, development, and internal/external communication) of the pharmaceutical team and the nursing staff, in order to ensure both the sizing and the amount of knowledge required and to improve their dispensing capabilities.
• Recording all items received and issued in computer (Is stock) and reporting on drug consumptions and medical equipment dispensed according to protocols, informing on unusual patterns as well as forecasting future needs, in order to rationalise the budget and to ensure availability.
• Assisting in training of nursing staff regarding dispensing of drugs and their side effects.

MSF Section/Context-Specific Accountabilities:

• Using stock management tools (Isystock) in supervising and monitoring all pharmacy related activities (stock management and supply processes, as well as hygiene and security procedures, tools, and protocols) in order to have a well-organized and functioning Pharmacy system in the MEET project dedicated area of Medical warehouse and across MEET project interventions pharmacy/dispensary units.
• Participating in the reception of the project International medical orders in the Medical warehouse and performing the quality check.
• Following that Local emergency orders are placed on time according to planned intervention schedule.
• Participating in the Medical warehouse work, together with Medical warehose team (reception of orders, stock management, order preparation, dispatch) when not in MEET project interventions.
• Ensuring that the closure of each MEET intervention is based on standard return documents, SOP for donations and respective WI’s and checklists are followed.
• Ensuring that Isystock is updated regularly (IN/OUT movements, updated MSL etc.) and sharing the backup weekly with the Pharmacy Coordinator/Mission Pharmacy Manager and Project Medical Coordinator.
• Ensuring monthly stock analysis including (but not limited to) identification of pre-expired, near expiry, over & sleeping stock, reports get shared with the Pharmacy Coordinator/Mission Pharmacy Manager and Project Medical Coordinator, proposing stock mobilization strategies or donations.
• Closely following the pre-ruptured and ruptured items and communicating with Coordination pharmacy team about needed items and possible solutions.
• Ensuring proper follow-up of the controlled drugs stock (registry books, prescription books, quarterly inventories). Closely following-up controlled drugs prescriptions and use in all MEET project interventions pharmacy/dispensary units.
• Ensuring MSF standard consumption/ordering templates are placed and followed, and reviewed in all MEET project interventions pharmacy/dispensary units.
• Coaching dispensing staff on consumption follow-up and promoting rational use of drugs.
• In close collaboration with the Pharmacy Coordinator/Mission Pharmacy Manager and Project Medical Coordinator, following-up, maintaining and updating the project Medical Standard List (MSL) based on the MEET scenarios. Assisting the Project Medical Coordinator in the request of new items in the project MSL and communicating to MedCo and Pharmacy Coordinator/ Mission Pharmacy Manager.
• Online MSL (my project medical standard list in Unidata) is completed and pushed to Coordination for validation.
• Ensuring that regular checks and replacement of short expired drugs and supplies in emergency rucksacks/boxes in the project and project cars are done.
• Ensuring proper project pharmacy document management and archiving (including the Digital Desk).
• Participate to the MEET project interventions, when needed and manage all Pharma activities during the intervention.
• The Project Pharmacy Supervisor reports directly to the Project Medical Coordinator and Mission Pharmacy Manager.
• Preparation of the monthly Pharmacy sitrep, contributing to MMR, quarterly reports and other relevant reports related to pharmacy and supply.

Education:

 Essential

• BSC Degree in Pharmacy. With Valid Professional License.

Experience:

 Essential

• Proven experience as of at least 2 years in Pharmacy Supervisory position.

Desirable

• Work experience with MSF or other NGO would be an asset.

Language:

Essential

• English language fluent written and spoken.

Desirable

• Knowledge of any other local language.

Knowledge:

• Excellent Written and Verbal Communication skills.
• Good computer skills: MS Word, Ms Excel.

Competencies

• • Results and quality orientation L.2
  • Teamwork and Cooperation L2
  • Behavioural Flexibility L2
  • Commitment to MSF Principles L1
  • Stress Management L2

Additional requirement.

Essential

• Flexibility to travel throughout Ethiopia even during weekends and public holyday on a short notice and for extended period.