Responsibilities: 

Pharmaceuticals and Supplies Management

• Oversee the medical drugs and supplies quantification and ensures that all procured items are in the CP Essential Drug List. S/he will ensure drug consumption data is collected at health facilities and mobile clinic sites, aggregated, analyzed and used for forecasting needs of the program.

• Monitor the availability of medical products to avoid stock-outs and financial losses generated by expired items; Collaborate with the Haiti Health Coordinator and health program partners to define stock security levels in supported mobile clinics and health facilities.

• In close collaboration with the Warehouse officer(s), develop stock levels alert (based on an average monthly consumption AMC and morbidity data); gather stock indicators, analyze them and discuss with to the Health Coordinator / Supply Chain coordinator so as to avoid stock-outs and the financial losses generated by expired items.

• Provide input for international and local orders: draw up the first draft of orders with the Health Coordinator, review the parameters involved in replenishing stock, finalize orders based on consumption and future needs arising from the developments in program locations

• Participate in defining strategies for supply, management, distribution and use of medical products in line with IRC’s recommendations and policies; under the supervision of the Health Coordinator and in collaboration with IRC’s Supply Chain Coordinator, partner Health and Supply Chain Managers, support development/use of new pharmaceutical stock management systems and software;

• Participate in implementing the pharmaceutical supply chain standard operating procedures;

• Applies Good Distribution Practices (GDPs) for pharmaceutical products at storage level, and Good Dispensing Practices in end user units. These include:

o Documentation verification:

o Conduct systematic checks of all medical goods purchased locally and for direct shipments, and control their details correspond to the requested specifications and the received documentation (Certificate of Analyses)

o Check conformity of the received goods with the PO (Purchase Order) and the PL (Packing List) (strength, origin, manufacturer, batch number)

o Transportation and storage:

o Ensure transportation of medical goods (including any dangerous goods and cold chain) is done in an appropriate manner and following national regulations.

o Conduct GDP self-assessment for the central warehouses with the assistance of GSC Pharma QA Manager, and follows up on Corrective Action Preventive Action (CAPA) implementation.

o Handle cold chain products according to the recommendations of the manufacturer.

o Ensure that cold chain equipment is working properly and that daily temperature monitoring of cold chain items is in place.

o Report to GSC Pharma QA Manager any cold chain breach (fills the cold chain breech report), who will advise on releasing the products

o Ensure that appropriate storage conditions are in place for medicines (including dangerous goods products) and advise any need for improvements

o Ensure controlled drugs are managed according to national regulation

o Ensure stock rotation according to FIFO (First In First Out) and FEFO (First Expiry First Out)

o Support in conducting monthly and annual physical stock counts

o Quality assurance of commodities:

o Ensure with the support of HQ that all offered donations by any partner or others are in compliance with the IRC Quality Assurance Policy and IRC Donations SOP

o Follow-up any claim reports from the field concerning quality (IRC Complaint Form) with the GSC Pharma QA Manager and maintains a file with all claims

o Investigate and put in quarantine any medical product that has been identified as suspect – meaning that it may be counterfeit, unapproved, or potentially dangerous

o Disposal and returns:

o Ensure disposal of health care products is done according with national regulations/or IRC Waste Disposal SOP, and that a disposal file is maintained

o Handle with the support of GSC Pharma QA Manager, any claim or batch recall according to WHO GDP guidelines (IRC batch recall SOP)

o Ensure full traceability of the medical products journey through all the stakeholders in the supply chain and is responsible for batch recall

o Organize return or exchange of rejected goods with the SCC

• Manage medical stock data and indicators, analyze and interpret performance to support the necessary programmatic decisions or course corrections in collaboration with Health and Supply Chain staff (consumption, stock levels, stock-outs, pre-stock-outs, over-stocking, donations, expired products, disposal, etc.);

• Provide support to procurement and supplier management, this includes:

o In coordination with the GSC Pharma QA Manager, maintain, update and file the CP Pharma Database (list of validated suppliers)

o Provide the purchasing team with a list of validated suppliers approved and validated by the GSC Pharma QA Manager (ensures that all local purchases are done via prequalified suppliers)

o Ensure that all requested items by the health team are compliant with the Haiti program Essential Drug List, and flags any discrepancy. If non-standard items are requested, asks the Health Coordinator to get the green-light from HQ before proceeding with the order

o In coordination with the GSC Pharma QA Manager, perform market assessment for preselection of products and suppliers and organizes visits of suppliers

• Supervise the store release, distribution, and transfer of all stock to the required field site locations;

Technical Support and Capacity Building

• Provide support supervision to the pharmacy technicians and dispensers at health program sites to ensure proper management and reporting of medical drugs and supplies, and ensure a quality-assurance system is incorporated into the health facilities and medical stores

• Provide technical guidance to the pharmacy officers in all aspects of drug supply management – continuously assess the staff needs, identify gaps and adapt plans/activities to respond to these gaps.

• Provide continuous Pharma training for Supply Chain and Health technical staff on the IRC Pharma SOP’s and GDPs

Equitable Partnerships

• Champion a culture of effective and respectful partnerships. Promote partner-led programming in line with IRC’s “why not partner?” and “partner as equals” approach.

• Ensure that partnership considerations are incorporated into pharmaceutical components of all proposals and that local partners are actively engaged response design and program delivery.

• Actively contribute to the relevant sections of Partner Capacity Analysis (PCA) and the subsequent development of partner support plans.

• Manage the implementation of action items in the pharmaceutical management sections of partner support plans.

• Lead and/or support collaborative project and budget design with partners.

• Work collaboratively with partners to ensure that project budgets reflect fair market value.

• Review and provide feedback on partner technical tools, reports, and data as required. Collaborate with partners on recommended adaptations or process improvements.

• Actively participate in the Partnership Working Group (PWG)

Requirements:

• Education: Pharmacy degree or equivalent in pharmacy from a recognized institution with an additional training in supply chain management

• Work Experience: 4-5 years’ experience in managing Humanitarian health commodities preferably those with an experience in handling large volumes of health commodities in the humanitarian setups is preferable.

Demonstrated Skills and Competencies:

• Demonstrated success as a humanitarian health commodity manager.

• Good collaborator and influencer with effective interpersonal and analytical skills of working seamlessly across cultures, organizational units.

• Broad knowledge and experience in supply chain planning, Forecasting and quantification of health commodities.

• Excellent in computer MS-Excel, Word and PowerPoint.

• Good analytical and negotiation skills

• Excellent skills in conducting warehouse self-assessment and generation of CAPAs

• Able to work effectively in a highly matrixed structure

Language Skills: Fluency in French is required. Proficiency in English is an advantage.