Pharmacy Supervisor at Medecins Sans Frontieres

Main Purpose

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

Main Duties and Responsibilities

• 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 MSF protocols, national regulations and in cooperation with the logistics department.
• Coordinating the delivery, reception and recording of international and local orders, in close coordination with the logistics department, updating stock files and informing line managers on their status (shortfalls, over-stocking, expiry dates), in order to permanently ensure security stock levels and ensure efficient management of stock.
• Supervising orders of medical and drug material in order to ensure an efficient and appropriate consumption pattern under budget constraints.
• Supervising the supply of drugs to patients, according to medical prescriptions, informing them on consumption patterns and keeping conditions in order to ensure their therapeutic progression
• Ensuring efficient supply to other pharmacies managed/supported by MSF according to orders and stocks and using cold chain when needed. Monitoring and analysing orders of depending pharmacies in order to avoid ruptures of stock or having expired drugs.
• 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.
• Recording all items received and issued in computer (Isystock) and reporting on drug consumptions and medical equipment dispensed according to protocols, informing on unusual patterns as well as forecasting future needs, in order to rationalise the budget and to ensure availability.
• Assisting in training of nursing staff regarding dispensing of drugs and their side effects

MSF Section / Context Specific Accountabilities
Pharmacy Management Activities:

• Participate in physical inventories and preparation of medical international oredrs to ensure permanent security stock level.
• Ensure the monthly analysis and follow-up of the SRH stock, for efficient management of overstock, sleeping stock and soon to expire stock.
• Follow up of pipeline status for all ruptured and pre-rupture items in pipeliine with supply
• Ensure real consumptions are well cuptured in Isystock and that they are reflected in orders calculation and forecasting.

End User Pharmacy Management:

• Improving and updating Isystock Database / End User Pharmacy distribution system with support of the Project Pharmacy Manager or Mission Pharmacist;
• Revising Pharmacy End User management tools to cater for our growing EUUs according to MSF standards in conjunction with the NAM and other Med Managers.
• Follow up and supportive rounds to our EUUs to strengthen Good Pharmacy Practice
• Ensuring that real consumptions are well recorded by nursing team and collected by Pharma team for proper orders calculation and forecasting.

Capacity building of the Team:

• Nursing team is trained on proper real consumptions recording and they are aware of their specific role in pharmacy management.
• Transfer of competencies of Pharma supervisor to Pharma storekeepers for replacement/back-up purposes (like Isystock usage, calculation of orders, controlled drugs management, expired items management. etc).
• Recommend necessary trainings for dispensers and storekeepers for the new year as relevant to the role of the Pharma team.