The position holder will work under the direction and support of the Addis Ababa Country office Logistic and health focal points. The position holder is to establish and maintain a pharmaceutical/medical commodities supply and distribution system for the mission, both in emergency response and basic community health services.  S/he will be responsible for ensuring end-to-end supply chain processes for pharmaceuticals, medical equipment, medical supplies, non-food items (NFI), and emergency pre-positioned stock. Scope includes strategic sourcing, product selection, inventory management, and reporting, and transport according to the MTI Global Medicine Management Manual and Donors and Government standards.

Responsibilities

1. Essential Duties / Responsibilities: 

• Ensure physical inventories are conducted on a monthly basis and communicated.

• Ensure medicines and medical supplies, including cold chain items, are properly stored in the warehouse and compliant with MTI Global Medicine management standards and protocols.

• Monitor the incoming and outgoing of medicines, pharmaceuticals, NFI, and other food items documentation and report to the Logistics Manager and Senior Medical Inventory Officer.

• Visit field sites to support the site Supply Chain/Logistics and Storekeeper in warehouse management and managing of pharmaceuticals/drugs and submit field visit report to Senior MIO and Logistics Manager

• Supervise and update the stock fulfillment plan and support contingency requirements.

• Ensure consistency in warehouse documentation and reporting including despatching documents, waybills, distributions and or donation letters.

• Drive improvements in stock reporting accuracy for medicines and medical supplies inventories.

• Ensure physical inventories are conducted monthly and communicated with program and supply chain.

• Ensure loss reports are drafted and sent to the Logistics Manager and Senior MIO on time.

• Work with the safety & security and admin team regarding the warehouses’ safety & security measures and prepare an improvement plan.

• Check the shelf lives for medicines and ensure that pharmaceutical deliveries to the designated field sites are respected.

• Perform Spot checks in the field office warehouses on a scheduled basis and report to the Logistics Manager and Senior MIO /concerned colleagues.

• Prepare Delivery Note, Waybill, pro-forma invoice and packing list of each supply received and or dispatched to the field sites and submit to Procurement for on time reimbursement.

• Report any loss/damage quantity of medicines and pharmaceuticals observed during the shipment or delivery time to the procurement team based on documentation.

• Ensure storekeepers thoroughly check the quantity, quality, packaging of delivered medicines, pharmaceuticals made by the suppliers/shippers and confirm to procurement team any unusual observation identified during the receipt.

• Prepare weekly/monthly drugs and pharmaceuticals receipt, distribution, and dispatched records to Logistics Manager and Senior MIO.

• ensure that the warehouse is properly set up, and cleaning and security conditions are respected.

• Provide day to day/required orientation and training to the storekeepers on warehouse forms, outgoing, incoming, First in First Out (FIFO), and First Expires First Out (FEFO) mechanisms are in place.

• Ensure dedicated space is allocated for sensitive medicine, reagents and other pharmaceuticals are prepared and sufficient temperature control devices are available, recorded and reported all the time.

• Share weekly medicine and pharmaceutical supplies stock report (in coming, outgoing) to the program and flag expiry dates of drugs and pharmaceuticals getting closer to allow program decide distribution plan.

• Maintain a transparent, honest, and supportive communication structure with colleagues to ensure they are kept informed of applicable logistical activities and requirements.

• Promote and use the MTI warehouse/pharmacy management protocols and other operating procedures, ensuring that all standardized formats are used, and guidelines are followed.

• Be aware of the potential loss or fraud in logistical activities and procedures. Pro-actively work to prevent such occurrences by working with relevant line managers to improve transparency and to ensure the best use of MTI assets and resources.

• Ensure all relevant staff receive training, advice, and coaching regarding logistical procedures, internal controls, and the logistical requirements of donors.

• Ensure Stock cards, Bin Cards and other warehouse management forms and records are up to date and reported on time.

• To ensure the warehouse has standard wooden pallets, no sign of rodents, insects, cracks, moisture, or dump are visible that can damage the commodities.

• Any other duties or tasks assigned by the supervisor.

Department:  Medical 

Team: Program and Logistic Teams 

Location(s): Addis Ababa CO

Workdays & Hours: Monday-Saturday, 40-48 hours/week, occasional weekends and public holidays

Travel: Regular travel to field sites

Physical conditions

This position requires frequent travel to health facilities located in remote areas with very basic living conditions.

NOTE:  The above job description is intended to describe the general nature and level of work being performed by staff assigned to this job.  It is not intended to be an exhaustive list of all responsibilities, duties, and skills required of staff in this position.  Duties, responsibilities, and skills are also subject to change based on the changing needs of the job, department, or organization. This description reflects management’s assignment of essential functions, it does not proscribe or restrict the tasks that may be assigned; The job description does not constitute an employment agreement between the employer and employee and is subject to change by Medical Teams International as the requirements of the job change.

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and reaches their potential as individuals and teams and collaborates to do the best work of their lives. We recognize that diversity and inclusion is a journey, and we are committed to learning, listening, and evolving to become more diverse, equitable and inclusive than we are today. As part of our commitment to a safe and inclusive work environment, team members are expected to adhere to Diversity, Equity and Inclusion Policies.

Safeguarding & Code of Conduct

Medical Teams International is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Medical Teams International Code of Conduct Policies and values at all times. Team members are required to complete mandatory Children and Vulnerable Adult Protection Policy, Protection from Sexual Exploitation and Abuse Policy, Code of Conduct and Conflict of Interest Policy Training upon hire and on an annual basis.

Job Requirements

Education, licenses, & certification

• Bachelor’s degree in pharmacy (B pharm), International Development, Public Health and/or in a relevant field of study.

Experience

• A minimum of 4 years of working experience with local or international NGOs in the related capacity of medical procurement, warehousing, supply chain, and pharmaceutical management.

• Strong skills and knowledge of health information systems with the ability to analyze and interpret health data.

Knowledge, skills & abilities

• Excellent working knowledge of computer software packages (MS Word, Excel, Outlook, etc)

• English and Amharic fluency required (oral and written).

• Excellent organizational and time management skills with ability to manage competing priorities and deadlines.

• Ability to be flexible, adaptable, creative, and innovative in a challenging and fast-moving multicultural environment.

How to Apply

Interested and qualified applicants should apply through THIS LINK within 07 working days (09 to 17 October 2024)