Associate Specialist, Medical Commodities, Lebanon
JOB SUMMARY: Act as the technical person in the field for management of medication, medical supplies and equipment that are part of IMC projects. This includes storage, proper use, tracking and reporting.
To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation:
MAIN TASKS AND RESPONSIBILITIES
Responsible for the pharmaceutical chain management at the assigned field office in consultation with the technical supervisor, health program manager, logistics manager and/or designates.
Representation
• Represents the pharmacy department in all pertinent field site meetings internally within IMC
• Supports the health program manager and/or designate during discussions on medical commodities with field level counterparts in relevant meetings such as sub-national health cluster meetings.
Proposal Development
• Contributes to field inputs on medical commodities pertinent to the project design
• Draft and submit bill of quantities of medical commodities in accordance with host country and donor approved formularies within approved project scope and budget limitations
• Contribute to the identification of outsourcing of additional medical commodities to augment donor procured items to ensure comprehensive support according to project design
Quality Control
• Leads the field site health unit in ensuring that all pharmaceuticals and other medical commodities which includes medical and laboratory equipment and supplies are at par with globally accepted standards
• Upon the confirmation of the chief pharmacy officer, participates as the technical expert during vendor pre-qualification and vendor verification processes at field site level
• Promotes the highest standards of supply chain management through the adherence of WHO standards in the acquisition, storage, delivery, distribution and disposal of medical commodities
Reporting
• Ensures that pending stock outs, damaged medication or any other irregularities observed with regard to the use of pharmaceuticals and other medical commodities are reported in a timely manner to pertinent staff including the technical supervisor, health program manager and field site coordinator
• Counter check any submitted monthly consolidated consumption and stock reports
Documentation
• Prepare goods issue orders according to requests received from pharmacists at supported health facilities as verified through consumption records and inventory stock reports
• Maintain hard and soft copy files for all documents relating to procured, received gifts in kind, and donated medical commodities including records of pharmaceutical disposal of expired or unusable items as per host-country and donor guidelines
Monitoring and Evaluation
• Coordinates with the MEAL department to ensure that regular monitoring of pharmacies and storage within supported health facilities are conducted
• Ensures that all sites maintain updated stock inventories, record usage through consumption reports and provide feedback on near expiring medications, impending stock outs as well as slow moving medical commodities
Capacity building
• Conduct close monitoring on patient’s files and medical prescriptions. Perform analysis and put action plans for identified issues and discrepancies.
• Providing capacity building to staff at supported health facilities on topics of proper management, storage and use of medication and other commodities.
Warehouse and Storage
• In collaboration with the medical commodities officer, ensures that medical commodities in the health facilities are received, stored and transported in accordance with internationally accepted standard practices including tracking expiration dates, First Expire - First Out policy, bin cards, stock cards, tracking registers, re-order thresholds, cleanliness, temperature monitoring and other tasks pertinent for the maintenance for the viability and storage of pharmaceuticals and other medical commodities
• Follow up on pharmaceutical and other medical commodities stocks and communicate the need to request for replenishment
• Ensure tracking of over-utilized and under-utilized items and advise program manager and senior medical officer
Other responsibilities
• Adhere to administrative directives with regards to work schedules, record keeping, patient communications, re-stocking of essential pharmaceuticals and other medical commodities
• Adhere to IMC Code of Conduct and internationally accepted humanitarian principles
Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.