Afder – Project Pharmacy Supervisor – The Alliance for International Medical Action (ALIMA) Vacancy Announcement

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Job Description

MISSION AND MAIN ACTIVITIES

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

To Support ALIMA intervention in MOH health facilities, this position will support the existing MOH teams with supply chain & pharmacy management.

The main mission of the pharmacy manager has four axes:

• Ensure the medical supply of the project and the support units (transport, storage, ordering, distribution) whether in the main stock or activity stock.

• Guarantee the safety of patients by respecting all the standards defining the management, handling and use of drugs and medical inputs for the project.

• Guarantee the compliance of the management of medical inputs with the rules defined by the health authorities.

• Accompany the managers of the various stocks in support and supervision of the logistics and medical referents.

MAIN ACTIVITIES

1. Order and supply tracking :

• Coordinating the delivery, reception and recording of international and local orders, in close coordination with the logistics department, updating stock files :

• Check that the contents of the boxes received correspond to the transport documents and that none is damaged. Otherwise, report the anomalies.

• Establish the reception report (acknowledgment of receipt) and send it to the medical referent and the logistics coordinator.

• 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 ALIMA protocols, national regulations and in cooperation with the logistics department.

• Ensure the proper arrangement of the various items in the stock according to the FEFO rules, according to the ALIMA standards and according to the needs of stock management separated by donors.

• Ensure good traceability of items, by recording all stock movements on the various management tools (purchase order/delivery, stock cards, management software) and according to separate stock management needs by donors.

  2. Project supply :

• Define in collaboration with the Medical Referent the drug distribution circuit and set its management software according to the validated circuit.

• Establish and update a chronogram of pharmacy activities (orders, supply, reporting, donor reports, inventories, strengthening of team skills; monitoring of manager activities, etc.)

• Supervising orders of medical and drug material in order to ensure an efficient and appropriate consumption pattern under budget constraints.

• Archive each document according to ALIMA recommendations

• Ensure the follow-up of stocks according to the protocol and regularly inform the Medical Referent of the state of the stock (Pre-outages, overstock, dormant stock, etc.).

• Inform the Medical Referent when the minimum thresholds are reached

  3.  Medical stock management :

• Ensure the cleanliness as well as the spatial organization of the stock according to the management protocol in place.

• Ensure that medications are stored and stored properly according to the management protocol in place

• Make a partial inventory every month (10% of references) and a general inventory according to the pre-established work plan.

• Manage expiry dates and inform the Medical Referent or the Country Pharmacy Manager in advance of the expiry date of the products

• Quarantine expired products intended for destruction and/or products on the expiry date in agreement with the country pharmacy manager or the Medical Referent.

• Make a monthly statement of pre-expired items and send to the country pharmacy manager or the medical referent before withdrawal and placing in a quarantine zone.

• Ensure the constant updating of the register of narcotics and psychotropic drugs and the register of expired products

  4. Cold chain monitoring:

• Set up the tools needed to monitor the cold chain (thermometers, log tag, fridge tag, stop-watch cards, etc.), place an order if necessary

• Ensure that the temperature of the cold chain is recorded twice daily morning and evening and recorded on the monitoring sheet provided for this purpose.

• Be responsible for the proper implementation of the upkeep and maintenance of refrigerators/freezers in collaboration with the project’s RLP and in compliance with ALIMA recommendations.

• Inform the Medical Referent or the Country Pharmacy Manager and the logistics department of any anomaly orally and by email as soon as possible

• Ensure the cleanliness and hygiene of cold chain storage and transport equipment.

• Ensure adequate transport storage of drugs/vaccines during movement of passive cold chain products.

  5. Management of peripheral pharmacies and consumer units

• Adopt the decided standardization as well as the ordering methods

• Develop, in accordance with logistics, a supply schedule for dispensing pharmacies while meeting the needs of the medical department.

• Participate in the development of management tools at the level of ancillary structures (health centers, hospital pharmacy, Therapeutic Nutritional Center, etc.) after having been validated on the good management of the pharmacy stock of his project by the referent. medical.e

• Ensure storage, correct identification and good storage conditions of items according to ALIMA standards (Hygiene, temperature, ventilation, storage, safety)

• Determine a method of dispensing adapted to the context

• Analyze consumption and the concordance between prescriptions with the medical referent or the supervising nurse

6. Capacity building and team animation

• 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

• Able to identify and support tomorrow’s replacements

• Define and update job profiles and performance objective plans for team members

• Carry out the assessments of his team in a professional career approach

• Make possible training and change of position for the members of his team

• Identify the skills that the members of his team must acquire to master their positions and organize training to strengthen them

7.  Implementation of preventive measures against abuse of power, gender-based and sexual violence:

• Participate in training and awareness sessions

• Applies standards relating to the prevention of abuse

• Ensures that the members of his team follow training and awareness sessions and apply the standards relating to the prevention of abuse

• Contributes to creating and maintaining a fulfilling and protective environment.

Job Requirements