Pharmacy Supervisor at Alliance for International Medical Action (ALIMA)

Location: Monguno

Line Manager: Project Medical Referent

Employee Pharmacist Manager

Level; 7

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

A - 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.
• NB: This job description is not intended to be all inclusive as it could be amended from time to time according to the needs of the mission.

Work location: Monguno, Borno State.

Contract Duration: 3 months, renewable