Pharmacy Supervisor at ALIMA

Job Description

MAIN ACTIVITIES

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.

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)

TASKS & RESPONSABILITIES

SUPPLY

1.Ordering and reception of the commands

• Prepare the commands in collaboration with the Project Coordinator, according to the chronogram and the procedure defined.
• Ensure the reception of the orders;
• In the collaboration with the logistic, check that the number of boxes matches with the numbers recorder in the Freight Manifest or Packing list.
• 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.

2.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.

3-Storage and lay out

• Accountable of the warehouse security.
• Ensure that the cleaning plan is followed.
• Ensure that the ALIMA standard in terms of storage and lay out of the drugs and medical equipment is in place and respected (Family, alphabetical 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).

4-Administrative management

• Ensure that the IN and OUT movements are recorded in the stock card no later than 24h after movement.
• Record the IN and OUT 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.

5-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 Project coordinator 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 Project Coordinator and the pharmacy coordination

I-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 Project Coordinator ALIMA the prescription and patient’s files, to check the rational drugs use
• Supervise the patients return drugs
• Identify the need of training.

II-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.
• Participate in the medical meeting.
• Meet with the other partner in the project if necessary.
• Ensure the regular and good communication with the other departments.
• Implementation of prevention measures against abuse of power, gender-based and sexual violence:
• Ensures that his/her team, partners and community members are aware of ALIMA's policy and have access to information (complaint escalation mechanism, focal point...).
• Facilitates the organization of training and awareness sessions.
• Implements standards related to the prevention of abuse of power, gender-based violence and sexual violence.
• Ensures that team members and partners involved in the project (Ministry of Health, national partners, etc.) follow training and awareness sessions and apply the rules for preventing abuse.
• Contributes to creating and maintaining a nurturing and protective environment for his/her team, community members and project partners.

You meet the following qualifications:

EDUCATION

• Essential degree on BPham is mandatory
• Essential 2 years’ experience in INGO intervention and emergency.

Required Skills

• Computer literacy (Word, Excel, outlook)
• Have experience of worked in difficult/insecurity area 
• Strategic vision
• Leadership
• People Management
• Planning
• Teamwork, flexible
• Knowledge of management of pharmacy
• Training skills
• Well organized and good negotiation and communication skill
• Interest in and commitment to ALIMA’s activities, enthusiasm to represent the organization to others, to travel to different regions of Nigeria
• Languages: Fluency in English, (written and spoken) and local Language