Defining, coordinating and monitoring all pharmacy related activities in the project area including management of staff, according to MSF protocols, standards and procedures and the mission’s pharmacist and Medical Coordinator’s guidelines, in order to ensure the proper management and supply of drugs and medical devices
Participating actively in the definition and update of the annual planning and budgets of the pharmacy activities in the project.
Supervising the functioning and organization of the project central pharmacy and other peripheral units, setting the protocols and procedures to be followed by all staff in order to ensure the quality of the service provided to the population, including pharmaco vigilance in case of need.
Defining storage, stock management and supply processes, as well as hygiene and security procedures, tools, and protocols (controlling pests and rodents) in order to ensure good storage conditions (temperatures, humidity and light exposure) and the accurate handling of the products and equipment in terms of hygiene and that all hygiene and security procedures are followed in project pharmacies (cleaning, controlling pests and rodents, etc.)
Giving support in the ordering and supply process of medicines and medical devices. Monitoring correct stock management across pharmacies within project area, to guarantee a good control and up to date data of stock levels and avoid expiries, overstocks, and stock outs. Reporting on drug consumptions and medical devices dispensed according to protocols, informing on unusual patterns.
Ensuring, in cooperation with the project logistic manager, proper maintenance of cold chain and storage conditions (e.g. humidity, temperature, light exposure, cleanliness, pest and rodents’ control, etc.), and that classification and organization of medicines and medical material meet MSF protocols.
Ensuring the collection of data for monitoring and surveillance of optimal quantity & quality of medicine use. Supporting activities at service level for effective drug distribution and control, quality prescription (analysing rational drug use), medicines reconciliation, antibiotic stewardship interventions such as restricted use antibiotic review, follow up of pharmaceutical care plans, patient counselling, good dispensing practices and safe medication practices.
Supervising, coaching, motivating and evaluating all the pharmacy staff under his/her responsibility, in order to ensure the strict respect for working procedures and protocols. Ensuring that all pharmacy staff uses required clothes and equipment according to protocols, i.e. white coat, gloves, etc.
To define, if needed, training opportunities for the medical staff.
Carrying out all the reporting tasks associated to his/her field of action and responsibility, ensuring its consistency and accuracy, in order to support in the relevant decision-making and participating in monthly reports according to guidelines (SitReps, medical statistical reports, etc.)
Planning and supervising, in close coordination with the HR department, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under his/her responsibility in order to ensure both the sizing and the amount of knowledge required.
MSF Section/Context-Specific Accountabilities
Pharmacy stock management
Using stock management tools (Isystock) in supervising and monitoring all pharmacy activities (stock management and supply processes, as well as hygiene and security procedures, tools, and protocols) in order to have a well-organized and functioning Pharmacy system across project level including all end-user units.
Following that, the schedules of International and Local quarterly orders are implemented and ensure that the orders are done on time according to that schedule.
Supervising the reception of the orders in the project and performing the quality check with the pharmacy technicians.
Ensuring that Isystock is updated regularly (IN/OUT movements, end user units, MSL etc.) and sharing the backup weekly with the Pharmacy Coordinator/Mission Pharmacy Manager and Project Medical Coordinator.
Ensuring monthly stock analysis including (but not limited to) identification of pre-expired, near expiry, over & sleeping stock, reports get shared with the Pharmacy Coordinator/Mission Pharmacy Manager and Project Medical Coordinator, proposing stock mobilization strategies or donations.
Closely following the pre-ruptured and ruptured items and communicating with the Co-ordination pharmacy team about needed items and possible solutions.
Ensuring that GSDP assessment is carried out every 6 months, CAPA created, fol-lowed, & implemented.
Ensuring proper follow-up of controlled drugs stock (registry books, prescription books, quarterly inventories). Closely follow-ing-up controlled drugs prescriptions and use in each end user unit.
Ensuring that a cold chain is maintained, and a well-stipulated backup contingency plan is implemented in case of breaches.
Ensuring MSF standard consumption/ordering templates are placed, followed, and reviewed in all end user units.
Ensuring that end-user unit supply schedule is followed and timely updated.
Ensuring the validation of medical orders to end user units is performed based on a comparative analysis of morbidity data.
Coaching staff on consumption follow-up and promoting rational use of drugs.
Raising awareness about pharmacovigilance including active involvement in end-users, bed side trainings, prescription analysis, medical error reporting and management of incidents.
In close collaboration with the Pharmacy Coordinator/Mission Pharmacy Manager and Project Medical Coordinator, following up, maintaining and updating the project Medical Standard List (MSL) based on the standard lists of the end user units (hospital wards, health centers etc.). Assisting the Project Medical Coordinator in the request of new items in the project MSL and communicating with MedCo and Pharmacy Coordinator/ Mission Pharmacy Manager.
Online MSL (my project medical standard list in Unidata) is completed and pushed to Co-ordination for validation.
Participating in the definition of project yearly medical budget forecast (pharmacy related) and its follow up with the Pharmacy Coordinator/Mission Pharmacy Manager and Pro-ject Medical Coordinator.
Ensuring that regular checks and replacement of expired drugs and supplies in emergency boxes in the office, guesthouse and cars are done.
Collaborating with the project’s medical teams and participating in medical meetings.
Reporting
The Project Pharmacy Manager reports directly to the Project Medical Coordinator and Mission Pharmacy Manager.
Preparation of the monthly Pharmacy sitrep, contributing to MMR, quarterly reports and other relevant reports related to pharmacy and supply.
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