Alliance for International Medical Action Job Vacancy : Pharmacy Supervisor

The Alliance for International Medical Action (ALIMA) is an independent humanitarian medical NGO that was created in 2009 by professionals of humanitarian medicine. ALIMA’s mission is to provide medical care in emergency situations or medical catastrophes.

We are recruiting to fill the position below:

Job Title: Pharmacy Supervisor

Location: Monguno, Borno
Line Manager: Project Medical Referent
Employee: Pharmacist Manager
Level: 7
Contract Duration: 3 months, renewable

Main Purpose

In compliance with ALIMA standard practices and protocols, ensure Good Hospital Pharmacy Distribution Practices including: storage; supply; distribution; rational use of drugs, to ensure its effectiveness and operational availability.

Main Objectives

Improve the medical supply in the project
Guarantee patient safety by complying with the protocol and the Rational drug use
Accompany the medical team in the good pharmacy practice
Ensure the capitalization of the pharmacy activity (indicators)

Specific Objectives
Supply:

Ordering and reception of the commands
Prepare the commands in collaboration with the PMR, according to the chronogram and the procedure defined
Ensure the reception of the orders
In the collaboration with the logistic, check the numbers of box matches with the numbers recorder in the Freight Manifest
Check that the content matches with the packing list
Report the discrepancy and establish the claim
Send the packing list copy with the project remarks to the coordination
Follow up the back order, with the Pharmacy coordination

Distribution in the different project end user:

In collaboration with the medical team define the project order plan, and ensure the compliance of the plan
In collaboration with the medical team define a clear line of communication
Ensure that the procedures are followed during the order preparation in End Users (good document, good evaluation of needs, signature ….)
Ensure the preparation and procurement are done in time, at the pharmacy level
Ensure the respect of the procedure regarding the controlled drugs distribution

Storage and lay out:

Accountable of the warehouse security
Ensure that the cleaning plan is followed
Ensure that the ALIMA standard in term of storage and lay out of the drugs and medical equipment is in place and respected (Family, alphabetic order, administration road, FEFO/FIFO, labels, reserves)
Ensure the specific storage of the controlled drugs
Ensure the specific storage of the expiry drugs
Ensure the specific storage of the EPREP (Emergency Preparation)

Administrative management:

Ensure that the IN and OUT’s movements is recorded in the stock card no later than 24h after movement
Record the IN and OUT’s movements in ISYSTOCK no later than 1 week after the movement
Define the inventory plan in relation with the order plan, and ensure that the plan is respected
Analyze the discrepancy and provide Inventory analysis report
Analyze every end of month the indicators: rupture, pre rupture pre expiry drug, sleeping stock, over stock and propose the solution to avoid the gap in the quality of care
Analyze at the end of every month the pre expiry drugs, sleeping stock and over stock (>4 month) and propose the solution to avoid the loss
Ensure at the end of every month that the expiry drug is removed of the stock, and the register is correctly complete
Ensure the constant maintenance of Register of psychotropic drugs and narcotics
Elaborate the monthly consumption report of the controlled drugs
Monitor the stock status and give alert in case of risk of pre rupture, and over consumption
Identify the needs and problems encountered and propose the CAPA (corrective actions and preventive actions)
Ensure the specific management of the EPREP stock (inventory/ year if no movement, systematic replacement if consumption)
Define the schedule for updating the different kind of medical kit (house, Emergency kit etc..) and ensure the respect’s
Ensure the Good archiving and visibility of the documents according the standard of the management tools
Stay properly informed about national import regulations and any possible change in procedures.
Know the national standards of destruction of perishable medical articles and advocate for compliance with international standards.
Participate with the coordination pharma to the update of the management tools
Elaborate the monthly report
Ensure the Capitalization of the activity if closed
Ensure the bi annual report of the project indicators
Specific management of the cold chain
Ensure the good storage according with the standard
Display the content on the Fridge gate
Follow up with the logistic the good maintenance of the fridge
Ensure recording of the temperature at hottest and colder hours of the day
Download the logtag every end of month and interpret the data’s
Inform immediately the PMR in case of break down and do a claim
Define in collaboration with the project team the contingency plan in case of break down and ensure his implementation
Maintain the T between 2-8 c during the inventory
Ensure the strict respect of the packaging procedure for the transport in passive cold chain
Read the logtag in the keep cold during the reception and share the result with the PMR and the pharmacy coordination

Management of the End User
Provide technical support of the End User in the following:

Good condition of storage: hygiene, access, safe, FEFO/FIFO, label,
Good storage condition of cold chain: passive or active
Good storage of the controlled drugs
Update each 6 months with the medical team the standard list of each unit, according with the standard ALIMA list and the national list
Implement, supervise the good pharmacy practice and propose the CAPA, on the following:
Good diagnostic, good drugs, good dosage
Safe medication practice in the clinic area: dispensing in the clinic, safe use of injectable medicines,
Good dispensing practice: hygiene, good comprehension, good adherence, good compliance,
Management of the controlled drugs
Organize every 6 months the satisfaction patient inquiry
Analyze every 4 months in collaboration with the PMR the prescription and patient’s files, to check the rational drugs use
Supervise the patients return drugs
Identify the need of training

Team Management

Ensure regular Communication and sharing the information in all the aspect regarding the pharmacy in the project
Implement the weekly meeting to improve the communication and the sharing of essential information for the operations
Identify the need of training Train the staff in charge of the management of pharmacies:
Ensure updating the job profile if necessary
Ensure the Evaluation of the pharmacy staff
Participe to the medical meeting
Meet with the other partner in the project of necessary
Ensure the regular and good communication with the other departments

Requirements
Education:

Degree in Pharmacy Management or Nursing related studies., or medical profile.

Experience:

At least 1 year in a similar position

Languages:

English is a Must and local language would be an asset.

Knowledge:

Good MS Office skills (Word, Excel).

Competences:

Self-starter, ability to work autonomously, excellent organizational skills, flexibility, commitment, team work

General:

The responsibilities mentioned above are not exhaustive and other work can be required according to the needs of the mission.
Mobility is requested from ALIMA staff, including short term assignments from their usual place of work.
Part of any ALIMA-employee responsibilities is the attendance of trainings as per the requirements of the organisation.
The job description can be modified according to the evolution of the work.

Application Closing Date
8th March, 2019.

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