Pharmacy Supervisor at Medecins Sans Frontieres

Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, natural disasters and exclusion from healthcare.

• Experience
• Location Borno

Job Summary

• In our context, this position is the EUUs Pharmacy Supervisor.
• Its main role is to link the medical team from EUUs to the pharmacy team and provide the necessary support EUUs expect from the pharmacy.
• Hence, promote a collaborative work environment while maintaining high efficiency of pharmacy operations and ensure rational use as well as GPPs in the EUUs.

Responsibilities
Stock management and ordering:

• Analyze EUU stock management tool results and discuss the CAPAs
• Participate in GPP exercise and follow-up the action plan and CAPAs
• Monitor stock levels, consumption trends, expiry dates; generate and circulate shortfall and overstock reports to line manager weekly.
• Plan and coordinate pharmaceutical supply to EUUs, ensuring continuity of supply and appropriate distribution according to demand.

Drug supply and patient care:

• Enforce the implementation replenishment and return SOPs.
• Ensure timely provisioning of ordered medical items to EUUs. Reference made to the ordering chronogram.
• Ensure that ordering chronograms is updated, known and posted in all EUUs.
• Collaborate with medical staff to adjust internal medical orders and stock plans in response to changing treatment protocols or formulary decisions.
• Monitor EUUs to prevent ruptures and expiries; implement preventive actions such as redistribution or proactive replenishment.
• Quantitative rational use auditing and report to the line manager.
• Ensure Good Dispensing Practices (GDPs)

Cold chain management:

• Maintain validated cold chain processes across all transfers, with documented temperature logs and contingency plans for equipment failure.
• Ensure that necessary instructions (simplified) are known and posted in the EUUs.
• Ensure that monitoring tools are present and correctly used.
• Share monthly report (log tag readings) to the line manager

Controlled medications management:

• Implement, and enforce robust control processes for all controlled medications (e.g., narcotics, psychotropics), aligned with MSF policies, national regulations.
• Maintain an accurate, auditable supply chain from initial receipt to dispensing, with secure storage, access controls, and restricted handling to authorized personnel only.
• Conduct regular inventories of controlled substances, perform reconciliation with dispensing records, and investigate discrepancies promptly with escalation per policy.
• Implement rotation and disposal procedures for expired or damaged controlled medications according to regulatory requirements, SOP in place and MSF guidelines
• Train pharmacy and medical staff on regulations, monitoring, safe handling, and patient counseling related to controlled substances; promote a culture of compliance and ethics.

Documentation, reporting, and data-driven planning:

• Monitor usage patterns, detect anomalies, and provide actionable insights to line manager for decision-making.
• Prepare monthly and quarterly analytic reports on stock status, expiry risk, and service levels; present findings to his/her line manager.
• Ensure data integrity and accuracy, timely reporting of stockouts, expiries, and quality defects, to the line manager.

Human resources, team development, and supervision:

• In collaboration with the line manager, determine staffing needs to ensure safe, efficient, and compliant pharmaceutical services.
• Ensure that roles and responsibilities for the pharmacy team are well known and understandable by every team member; implement succession planning and ensure appropriate supervision levels to ensure that pharmacy is operating well and responding to project expectations.
• Oversee change management, workload balancing, and ergonomic/work-related safety for staff; monitor overtime and staff leave.
• Facilitate regular team meetings, coaching, and performance feedback; establish development plans to close competency gaps.

Method of Application