JOB SUMMARY:
Main purpose
The Supply Officer (Medical) /MSO works in the medical department and acts as a medical focal person between medical and logistic person in the project.
The core role of the Supply Officer (Medical) /MSO is to coordinate with logistics on medical supplies (specifically medicines, medical materials and laboratory related items);monitor medical and lab items consumption and pharmacy stock once the stocks are out of the main medical store (which is managed by the logs). This requires technical supervision of dispensers in the project including ones in outreach locations.
Ensure adequate pharmacy stocks through maintenance of consumption, ordering and forecasting systems according to MSF guidelines.
Under the instruction of Mission Pharmacist /MTL ensure proper quality of medical pharmacies in the project..
Key responsibilities
Organization and management:
- Give guidance to MSF teams on the medical supply chain including weekly/monthly drugs request from different departments, check in relation to weekly/monthly consumption and propose final order to MTL for approval.
- Responsible for the monitoring of the expiries of the medical stock ONLY once the stock is out from the main medical stores and organize to get the expired drugs and give them back to logistics for safe disposal
- Support team to organize the medical pharmacies with the implementation of daily consumption /stock card system.
- Streamline and organize regular and timely drug requests from MSF supported health centres/teams and process requests timely after checking the weekly consumptions in coordination with logistics team.
- Assist in the Preparation of 4 monthly medical forecasts in coordination with medical team leader/medical team in the project.
- Manage implementation of new systems, guidance of staff concerning consumption, request and stock counts
- Organize the central pharmacy and other temporary storage sites of medical items and medical (including laboratory services, and ATFP sites) once they left the logistically managed medical stores
- Assist with Logistics team in Organizing and monitoring the proper functioning of cold-chain systems and inform any breeches to the MTL/MTL-assistant ( This is the responsibility of Logs and also any breech has to be reported by field log to capital logs, Pharmacist can give technical support )
Human Resource Management:
- Give on the job trainings to various departments on accurate recording of the consumption figures on daily, weekly and monthly basis.
Provide technical supervision and feedback to dispensers in all locations of the project.
Contribute in the performance appraisals of dispensers. (MSO is doing consumption data encoding )
Identify the training needs of dispensers in the project and suggest/request relevant training topics to the MTL/MFP assistant.
Liaise and collaborate with medical and logistic supervisors on day to day activities in order to ensure smooth functioning of the project level supply system
Monitoring and reporting:
Responsible for the quality of the daily, weekly and monthly consumption reports in data tool and maintenance of correct updates on regular basis. Over all responsible for the quality of the consumption report coming out of the project to the medical team leader.
Ensure minimal drug ruptures and monitor expiries
Monitor morbidities and mortalities and transfers within and outside of the MSF structures in order to inform his/her analysis
Monitoring of consumption by reviewing consumption and request forms and entering into data tools
Monitor the weekly and monthly consumption figures and give support to the MSF teams on how to record consumption figures accurately.
Analyze the consumption figures in relation to weekly/ monthly stock outs from logistic main store, estimated monthly medical consumption and morbidity data and give feedback to the teams concerned.
Report to the MTL and the MFP-assistant the medical consumption data on the weekly/monthly basis using the standard data tools.
Make a written one page narrative report on the key activities done in the previous month. and forecast for the following month regarding to the medical consumption and supply
Monitor prescriptions of, locked and well maintained storage of, and registration/log book of regulated/controlled drugs that are out of the medical store and follow up for return of empty ampoules with patient data to logistics
Actively participate, as requested, in the 4M/8M/12M quality and coverage surveys to be conducted in all locations of the project.
Report Quality concern issues related to Medicines, Medical Materials and Food Items to the MTL.
Coordination:
Attend monthly TSR (Total Stock Review) meetings with logistics and give medical inputs on the expiry control, use of overstock items, potentially rupture items, comparison of real medical consumption versus estimated monthly consumption and give feedback to the logistics.
In coordination with the MTL and the project logistic team, ensure availability and/or update of EPREP items in the project locations at the right quantity at all times.
Be a focal person from medical team for medical supplies in the project.
Respond to medical /outreach team on any supply related issue in consultation with Supervisor
Requirements:
Education:
Pharmacy B or Pharm-D Degree with a Valid Pharmacy Council of Pakistan registration
Experience:
Desirable 2 years of previous experience and previous experience in other NGO’s
Languages:
Local language essential. Mission language desirable
Other competencies:
At least more than one year experience (within MSF or similar organizations).
The person knows the system of MoH drug ordering and supply flow.
Good command of both English and local language has an added advantage.
Good knowledge and skills using MS Excel and Word.
Communicate clearly both with staff and supervisor
Supervisory skills.
Good organizer.
Some experience in MSR.
Previous work experience in a similar role with other organizations.
Basic management skills.
Flexibility and able to take initiative and common sense when required.
Willingness to learn, develop capacities and take responsibilities
