Pharmacy Supervisor at the Alliance for International Medical Action (ALIMA)

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: Owo, Ondo
Contract Duration: 4 months, renewable
Line Manager: Project Coordinator
Recruiting Manager:  Project Coordinator and Pharmacy 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
Supply:

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.

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 are 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 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

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.

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.

Requirements
Education:

• Bachelor of Science in Pharmacy (B.Pharm) Degree.

Experience:

• At least 2 year in a similar position.

Languages:

• English is a must and local language (Yoruba and Hausa) would be an asset.

Knowledge:

• Good MS Office skills (Word, Excel).

Competencies:

• 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.
• Note: 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:

• Owo, Ondo State.

Application Closing Date
4th November, 2021.

How to Apply
Interested and qualified candidates should send their Cover letter, CV with color picture and qualifications with contact details to: [email protected] using the Job Title as the subject of the mail.

Important Remarks

• Only successful applicants will be called for interview.
• No monetary transactions, neither demands of favors in kind, nor other types of favoritism will be tolerated in the recruitment process.