Mission Pharmacy Manager at Medecins Sans Frontieres

Main objective

• Defining, coordinating and monitoring all pharmacy related activities in the Mission, according to MSF standards and values.
• The Medical Coordinator instructions and with consideration of national and international laws and regulations, in order to ensure the quality and proper organisation of medical supply process, procedures and protocols
• The proper management of the medical stock in the projects and, in collaboration with the medical coordinator, the correct use of medicines and medical material.

Accountabilities
General Accountabilities:

• Supporting the HoM and MedCo in representing and defending MSF’s interests before the Ministry of Health and other local authorities or local suppliers for any issue concerning pharmaceutical supply, in order to ensure stock procurement in the projects while complying with the national laws and regulations and following MSF protocols. Ensuring a close follow up of the National Drug Supply particularly in projects where MSF is working in conjunction with MoH. Collaborating in budgeting and preparing drug and other medical material orders together with Medical and Logistic Coordinators.
• Supervising the running of the pharmacies across the mission, ensuring the proper implementation of MSF Safety standards, incl. pharmacovigilance follow up and waste management protocols, and to national and international legislation, in order to ensure the quality of the service given to the population and the accurate handling of drugs and products, including its proper disposal, in terms of hygiene and security. In case of integration of medical stock under the supply, this includes close involvement in the medical warehouse as regards procedures, operations and stock management but not direct supervision of same. Supporting the Medical Coordinator regarding the follow-up of EPREP planning and maintenance of medical emergency kits.
• Supporting and participating in all drug and medical material supply processes and ensuring its overall efficiency and effectiveness. This involves regular technical visits to project sites to ensure appropriate follow up of activities and management of field pharmacies; collecting and analyzing stock indicators according to physical records and logistic across different projects and together with the Medical Coordinator taking corrective decisions when necessary and providing technical pharmacy support regarding pharmaceutical information, medication use (protocols and rational drug use), management of side effects, adherence issues etc.
• Ensuring the collection of data for monitoring and surveillance of optimal quantity & quality of medicine use. Supporting activities at service level for effective drug distribution and control, quality prescription (rational drug use), medicines reconciliation, antibiotic stewardship interventions such as restricted use antibiotic review, follow up of pharmaceutical care plans, patient counseling, good dispensing practices and safe medication practices.
• Monitoring the procurement process and taking corrective measures when needed, ensuring regular communication with Medical, Logistics, HR and Finance departments regarding Medical Supply and Pharmacy Management. Supporting the Medical Coordinator in order to ensure local medical purchases are made from approved sources, subject to approval of Section Pharmacist
• Being responsible for the good maintenance of all drugs and equipment in the pharmacies and the appropriate storage and management of supply of narcotic and psychotropic medication with respect to national legislation, permitting traceability for these specific products.
• Facilitating correct stock management and transport/storage procedures, in order to ensure the availability of stock in all projects and to avoid expiries/overstocks and stock-outs. Ensuring that all inventories of drugs and medical devices exist and are updated. In close collaboration with Logistics Department, supervising storage conditions (e.g. humidity, temperature, light exposure, cleanliness, pest and rodents control, stock security, maintenance of cold chain, etc.), classification, organization and inventory, in order to guarantee the quality of the medicines and other medical material and prevent damage, financial losses generated by expired items, deterioration and robbery. Being responsible for follow-up of loans/donations and management of expired medications according to MSF procedures (and national legislation in case of expired drugs)
• Planning and supervising, in close coordination with the HR department, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under his/her responsibility in order to ensure both the sizing and the amount of knowledge required. In case of integration of medical stock under the supply, this includes providing support to Supply Log in this capacity to ensure the medical stock and pharmacy management according to recommended guide lines/procedures
• Participating in reporting according to MSF guidelines (SitReps, medical statistical reports, etc.) and reporting on drug consumption and medical devices dispensed according to protocols, informing on unusual patterns

MSF Section/Context Specific Accountabilities:

• Facilitate and support logistics on issues to do with correct stock management and transport/storage procedures. Collaborate with Logistics Department to supervise storage conditions (e.g. humidity, temperature, light exposure, cleanliness, pest and rodents control, stock security, maintenance of cold chain, etc.), classification, organization and inventory.
• Ensure appropriate storage, management and supply of narcotic and psychotropic medication with respect to mission guidelines and national legislation and as per agreed SOP.
• Sustain existing collaboration and representation of MSF-OCA with MoH, NAFDAC and other regulatory authorities with support of intersectional pharmacist and MedCo.
• Organizes and updates emergency boxes and staff health drugs cupboard in medical coordination
• Review of expat first aid boxes for stock refill and removing of expired medication in the houses and MSF cars
• Support on inventory analysis at hospital pharmacy and/or outreach pharmacy and the filing of the documentation and CAPA based on main deviation observed after analysis
• Lead the analysis of the CDT in collaboration with project pharmacist and MTL to encore the accuracy of data, sharing of rupture trends and under consumed items to MTL and project medical team
• Receives/follow up TSR Analysis tools from supply in coordination, analyze all mission stocks(EPREP and Gray stocks) and propose actions to be taken in order to move stocks from one location to another(Coordination to projects and vice versa and from a project to a projects) and promptly communicate/notify to MedCo.
• In Collaboration with Mission Supply , the Mission Pharmacist Monitor all Medical stock at the mission level (Coordination & Projects)
• In Collaboration with Supply, regularly update the MSL, monitoring the “phasing out/changes in codes” and “new Items entering” and notify the projects.
• Prepare the forecast tool, share with projects, and coordinate the entire IMO process under MedCo leadership.
• Keep good record of all International Medical Order templates, order files etc.
• Monitor consumption tools and update them accordingly with the latest MSL and the latest FMCs
• Work closely with MTLs and provide necessary support on stock management whenever required.
• Under Medco Leadership, Coordinate loans and donations in collaboration with supply at the mission and projects levels.
• Work in collaboration with other OCs Mission pharmacists and intersectional Pharmacists.
• Take initiative if there is any alert on specific medical item Batch number from HQ Pharma department.
• Generate entire Exceptional validation process and coordinate with Medco and HQ pharma for approval.
• Support the project team and WATSAN team to destroy expired medical items according to the country law.
• Focal person to represent medical coordination on medical supply matters.
• Any other task as deemed necessary by MedCo or HQ pharmacist linked with pharmacy related issues.
• Prepares a monthly report for the Pharmacy department and share with the medical coordinator and Pharmacist Advisors in HQ.

Requirements

• Education: Degree in Pharmaceutical Sciences is essential
• Experience: Demonstrated two years’ experience in hospital pharmacy management is essential; Previous experience with MSF or other NGOs in developing countries is desirable
• Languages: Mission language essential – English is essential.
• Knowledge: Essential computer literacy (MS Word, Excel, Powerpoint): Desirably knowledge of Isy Stock
• Essential basic knowledge of mathematics and use of measuring equipment

Competencies:

• Commitment to MSF Principles
• People Management and development
• Behavioural Flexibility
• Results and Quality Orientation
• Teamwork and Cooperation.