Pharmacy Warehouse Supervisor

IRC

Job Type

Full Time

Location

Somalia

Description :

Organization: International Rescue Committee
Country: Somalia
Closing date: 25 Feb 2017

Background:

The International Rescue Committee (IRC) is one of the largest humanitarian agencies in the world, providing relief, rehabilitation and post-conflict reconstruction support to victims of oppression and violent conflict. The IRC has worked for over seven decades and today is involved in over 25 conflict zones in the world. We address both the immediate, life saving needs of conflict-affected people in an emergency and the reconstruction needs in post conflict societies. The IRC is committed to a culture of bold leadership, innovation in all aspects of our work, creative partnerships and thorough accountability to those we serve. The IRC is an international agency with offices in London, New York, and Geneva.

For the last nine years, the IRC has helped Somali populations address their basic humanitarian needs, while simultaneously supporting localized longer term opportunities. With a strong footprint in South Gaalkacyo (since 2007), Mogadishu (since 2011), Garowe (since 2012), and Dhusamareb (since 2015), the IRC has developed a solid humanitarian portfolio in the field of health, women’s protection and empowerment, water, hygiene and sanitation, and economic empowerment. In addition, the IRC piloted a local governance program in Puntland as a way to bridge local participation and community development.

Summary of Responsibilities:

The Pharmacy Warehouse Supervisor (roving) reports technically to the Senior Health Program manager and administratively to the Mogadishu based Field Coordinator. S/he will also be required to report pharmacy related issues as observed to the Health Managers in Mogadishu and Gaalkacyo field program sites. The Pharmacy Warehouse Supervisor will work closely with warehouse and facility based pharmacy staff to advance the knowledge and skills of pharmacy staff in various facilities. S/he is responsible for supporting all field sites which includes Benadir, Gaalkayo South and Dhusamarreb ensuring the overall management, supervision and maintenance of all IRC health commodities in all warehouses and pharmacies at the field level. S/he collaborates with health managers and facility in charges to ensure personnel are properly trained and performing at a high level, the pharmacy work areas are appropriately maintained, the medication distribution system is operating reliably and efficiently, and all regulatory requirements and documentation are continuously met. This position will hold warehouse staff accountable for performance and behavior, and will set the standard for excellence for the warehouse and pharmacy management.

Key Responsibilities

Warehouse maintenance:

• As per IRC policies, understand, implement and maintain high operating standards including IRC inventory management policies and procedures.
• Ensure compliance of pharmacy related standard operating procedures (SOP’s)
• Ensure the security of Pharmaceutical supplies including medical, laboratory and clinical supplies, medical equipment and maintaining audit-compliant records.
• Provide capacity building trainings to pharmacy staff at the pharmacy warehouses and health facility level as required to elevate the standard of practice.
• Manage and document the receipt, handling, storage, release and reporting of goods through the IRC warehouse.
• Makes sure that each IRC supported facility has pharmacy stock cards, bin cards and a well-organized inventory system that is being updated regularly.
• Comply and submit monthly and quarterly reports of all health facilities
• Support the pharmacy warehouse staff to ensure proper maintenance of the warehouse in terms of cleanliness, secure doors, adequate locking mechanisms, and equipment as well as arrangement of medical supplies.
• Implement and ensure clear loading / unloading procedures are conducted correctly, disposal procedures are followed and proper storage of pharmacy items is maintained within the pharmacy.
• Ensures that the stock with the earliest expiry date is distributed and/or used before an identical stock item with a later expiry date is distributed and/or used.( first expiry/first out (FEFO)
• Support the Inventory Management Assessment Tool (IMAT) system in order to assess the effectiveness of stock monitoring and record-keeping practices in the warehouses and help users identify suggestions for improvement.

Warehousing and Inventory Management

• Support all warehouse staff to ensure that well-functioning warehouse is maintained.
• Use IMAT guidelines to assess the effectiveness of stock monitoring and record-keeping practices in warehouses which will help users to identify areas for improvement.
• Maintain the standards of the Cold chain system in all warehouses.
• Check vaccine tags and vaccine vial monitors (VVM) upon arrival and distribute them according to their expiry dates.
• Support warehouse staff to ensure that vaccine monitoring temperatures are recorded on daily bases.
• With the support of warehouse staff, ensure the incoming inventory is entered into stock cards, and that excel database and bin cards are updated immediately.
• Ensure immediately after release of any supplies, stock cards and bin cards are updated and release documents are filled in appropriately and all necessary documentation is updated.
• On a monthly basis, use drug consumption and inventory documents to monitor consumption and expiry dates of drugs and supplies
• Alert the Supply Chain and the Program team about drugs and pharmaceutical supplies which are close to expiry as well as on slow moving drugs and work on ensuring that these drugs and pharmaceutical supplies are disposed in a timely manner while following the recommended WHO and MoH guidelines.
• Conduct routine inventory inspection and submit compiled reports to the Supply Chain Team and Senior Health Program Manager in a timely manner.
• Organize and ensure that quarterly pharmacy inventory exercises are conducted with reports issued in a timely manner to the Senior Health Program Manager (SHPM) with onward submission to the Senior Health and Nutrition Coordinator.
• Provide supportive supervision to all the staff pharmacy technicians based at the health facilities and provide comprehensive feedback relating to the management of the peripheral pharmacies and ways to improve their functionality.
• Ensure proper storage of items that require special care or safety, for instance, narcotics should be stored in locked boxes with at least two combination locks at all times. Only few responsible staff should know the combination keys and physical count of the drugs. Furthermore, their proper documentation should be done every week.

Human Resource:

• This position will directly supervise the Pharmacy Warehouse Assistant.
• Direct casual labors during the off/on loading of pharmaceuticals and medical supplies.
• Provide formal and continuous on the job training to staff at the warehouses and within the health facilities.
• Support and liaise with the pharmacist to maintain accurate consumption data for decision making and for support in developing re-supply system that ensures critical use (must have) medications are readily available at the facility to avoid stock outs.
• Support the recruitment and retention of competent pharmacy and warehouse staff

Reporting and Coordination:

• Liaise with the pharmacists and warehouse staff to prepare and submit monthly warehouse reports.
• With the support of the health team conduct pharmacy monitoring activities
• Submit monthly drug monitoring sheets and share with the program.
• Prepare and submit adhoc reports when required.

Required qualifications and experience:

1. Degree/Diploma in Pharmacy with minimum three years of experience in humanitarian settings.
2. Registered by the relevant and credible body and in possession of current practicing license in Somalia.
3. Strong general knowledge of all warehousing operations, with prior work experience in a warehouse or distribution environment.
4. Good supervisory skills and the ability to work with and through others to achieve desired results.
5. Good communication skills, both verbal and written. Ability to read and interpret computerized reports.
6. Analytical ability to handle administrative duties and mental alertness to ensure accurate, safe, and thorough completion of work activities.
7. Possess the ability to concentrate and deal with frequent interruptions.
8. Basic computer skills required and personal computer experience with word processing and spreadsheet applications would be an added advantage.
9. Strong attention to detail and follow-through skills.
10. Demonstrated ability to set an example of leadership.

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