Job Openings at Medecins Sans Frontieres (MSF)

Execute the pharmacy/medical warehouse storing activities in order to keep pharmacy stock above security level and following recommended conditions (temperature, humidity, etc.) under the supervision of the project Pharmacy Manager, and in collaboration with the medical team Leader.

Tasks & Responsibilities include but not limited to:

• Supervising material orders and dispatching in order to ensure rational use.
• Receive orders and deliveries, identifying potential disparities against cargo manifest or others and reporting them, and stores materials in accordance with the system in force, in order to ensure continuous availability. It includes:
• Ensure prompt and correct entries are captured on the stock cards and Isystock and that everything
• Prepare orders of the different consumption units (departments, wards, other), ensuring the packaging and proper dispatching. reporting any anomalies or changes in consumption patterns to the Pharmacy Supervisor. Also inform Pharmacy Manager as soon as stock reaches alert limit (Forecast monthly consumption).
• Prepare Donations and Loans for delivery as validated by the Pharmacy Manager/MTL
• Carry out or participate in regular inventories including EPREP stock.
• Report missing material/ damage/ robbery.
• Control warehouse limited access to authorized personnel and ensure doors and other exists are secured.
• Ensures good storage conditions of all items in the pharmacy.
• Control warehouse facilities in order to ensure materials good keeping conditions. It includes:
• Monitor temperature in the warehouse and ensure that products requiring cold chain are suitably stored and transports received and prepared appropriately according to MSF Supply and Cold Chain protocols Maintain refrigerating equipment in close collaboration with the logistics department.
• Follows up stock levels with regards to alarms thresholds, stock out, expiry dates and items to expire in the following 6 months. Make a report and passes it to the Pharmacy manager.
• Participate in order placement both international and local orders.
• Support in consumption data entry in prescribed tools.
• Ensure all medical supply documents (INs and OUTs) are properly signed, archived and can retrieved when required.
• Perform any other tasks that will be assigned from time to time by the Pharmacy manager as part of project pharmacy activities
• Ensure that medical kits in expat houses, and MSF cars refilled on a monthly basis by. This includes physical count, ordering and monitoring of expired dates.
• Other duties as assigned
• Due to the nature of MSF, other duties and/or tasks may be requested

Qualifications & Requirements:

Education

• Essential: University Degree in Pharmacy Duly registered with the Kenya Pharmacy and Poisons Board

Knowledge & Experience

• Essential: Minimum 2 years’ demonstrable experience in pharmacy management within a hospital setting.
• Essential Proficient in MS Office use (Excel, Word, Internet). Knowledge of “Isy stock” an added advantage
• Desirable :Previous experience in MSF or other NGOs in developing countries
• Languages
• Fluent in English and Swahili
• Competencies
• People Management and Development
• Commitment To MSF Principles
• Behavioral Flexibility
• Results and Quality Orientation

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• To provide an accurate, timely, and qualitative dispensing service of drugs according to medical prescriptions and MSF protocols, standards and procedures in order to improve the patient’s health conditions.

Tasks & Responsibilities include but not limited to:

• Dispensing medication to patients according to medical prescription, ensuring the medication is labeled with the correct drug name, strength, quantity, expiry date, directions for use and includes and additional required information and providing clear instructions and advice on how to take the drug, when, how long, how to store, possible side-effects and any other relevant warnings. Making sure the patient understands in order to ensure correct treatment.
• Adhering to MSF practice policies and procedures for dispensing medicines, in particular those relating to controlled drugs and ensuring respect of confidentiality in dispensing
• Placing accurate and timely orders with the central stock, maintaining minimum stock levels of medicines, checking expiry dates and storage conditions and ensuring no medicines or material are taken out of the dispensary without authorization
• Maintaining accurate dispensing records and regularly reporting them to his/her technical reference. Ensuring returned and out-of-date medication is safely removed to a well designated quarantine zone for unwanted pharmaceuticals, separated from the normal stock
• Organizing and keeping clean the pharmacy, ensuring cleanliness and care in handling medicines to avoid contamination and mix-up. Maintaining dispensary equipment, ensuring it is clean, accurate and in a good state of repair.
• Maintaining the integrity and security of the dispensary by admitting only authorized personnel and ensuring that all medicines are stored as appropriate. Reporting immediately to the technical reference on any problem arising in the service (especially loss, robbery, quality problems with medicines (abnormal changes in color, consistency, and Oduor damage of medical equipment or medicines).
• Carrying out Patient Therapeutic Education (PTE) and interacting with patients using a patient based approach to accompany chronic disease (HIV, TB, etc.) patients along their visits. Receiving patients, informing about treatment and adherence, giving appointment for the next drug delivery. Informing the medical doctor in case of lack of adherence and identifying the reasons and finding solutions to improve adherence

Qualifications & Requirements:

Education

• Essential: A Paramedical background is desirable

Knowledge & Experience

• Essential: Knowledge of basic mathematics and use of measuring equipment
• Essential Working experience of at least 6 months. Previous experience in MSF or other NGOs in developing countries
• Desirable :Proficiency in MS Office use.(Word,Excel)

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Main purpose of the Position:

• Support the project pharmacy activities under the leadership of Pharmacy Activities Manager of the project and according to MSF policies and protocols, in order to contribute in the guarantee of the proper management and distribution of medicines and medical consumables and equipment.
• Provide pharmacy technical support to chronic disease activities as per the laid down protocols in order to ensure consistent and timely delivery of the safe, efficacious and qualitative chronic supplies to chronic sites department under the direction of the Pharmacy activities manager enforcing internal control measures in collaboration with the MHAM and the facility in charges.

Tasks & Responsibilities include but not limited to:

Order Management

• Support the chronic disease teams in doing proper quantification and place monthly orders for the chronic disease clinics to ensure uninterrupted supply to the medical ward allowing nurses focus on patient care
• Ensure timely processing and delivery of chronic disease clinics orders according to the supply calendar in liason with the store keeper
• Upon order reception, report any discrepancies noted either as an over-supply, under-supply, wrong items and communicates to the Pharmacy Activities Manager for immediate action.
• Ensures that all ordering documents at chronic disease clinics are promptly and properly filled and filed reporting any discrepancy to the MHAM for action and the Pharmacy activitiy manager for follow-up.
• Responsible together with the MHAM in quantitification of medication needs for the various models of DSDM on a weekly basis.
• Offer technical support and mentorship to CHVs responsible for implementing the various models of DSDM
• Support the implementation of sickle cell disease program under the direction of the PAM in close colloboration with the MHAM.
• Ensure that all the medical needs for outreaches and mobile clinics approaches are promptly order and accounted for reporting any discrepancy to the MHAM.
• Reviews all chronic disease orders before submission to MHAM for validation and to the central pharmacy for processing according to the supply SOP.

Stock Management

• Responsible for monitoring and providing monthly stock status, MOS, ruptures ,risk of ruptures and 6 months expiry for MSF supported items at the chronic disease clinics in consultation with the MHAM providing visibility of MOH chronic disease medicines
• Ensure that the Chronic disease clinics stock cards are up to date: deliveries (In) and Inventories noting any discrepancy and reporting to the MHAM for intervention and the Pharmacy Activity Manager for follow-up
• Ensure proper maintenance, organization and labeled of the chronic disease medication cabinets as items arrive and are dispatched as outlined in the Msf guidelines in collaboration with chronic disease clinic teams
• Ensure the documentation and removal all expired/recalled pharmaceuticals ,medical consumables and lab items from the shelves and return to pharmacy warehouse for appropriate destruction .
• Ensure implementation of FEFO in liaison with with the MOH facility in charges to ensure MOH slowly takes responsibility for chronic disease medication provision and does not overly depend on the organization in collaboration with the sub-county pharmacy coordinator .
• Support rational use of medicines and medical consumables by lobbying for consumption of sleeping stocks of medicines and medical consumables available in MOH medical store at chronic sites collaboration facility in charges.
• Report all anticipated stock shortages of Msff supported items in chronic disease to the MHAM in time to mitigate stock then facilitate replenishment in time according to supply SOP to ensure patients care is uninterrupted.
• Ensure that daily monitoring of temperatures of refrigerators located at the chronic disease clinics prescribed tools and that the Cold chains equipment are used only for the intended purposes reporting any misuse to the MHAM ,Facility in charge for intervention and the Pharmacy Activity manager for follow-up.
• Conduct weekly inventories for chronic disease medications reporting any discrepancies to MHAM for intervention and to Pharmacy Manager for follow-up-Internal control process.
• Support monthly inventory in preparation for the monthly orders.
• Actively participate in the scheduled global inventory for central pharmacy
• Ensures proper management and accountability of narcotics as per MSF guidelines at chronic disease clinics .
• Support MOH store keeper(s) ensuring good store keeping practices in the MSF central pharmacy.
• Ensure good practices on pharmaceutical waste are implemented eg: insulin syringes, glucometer strips, pricks disposal ( Note : DM patients on insulin return with their used syringes for disposal at the facility)

Data Management

• Ensure all chronic disease prescriptions(Quantities dispensed) are entered in redcap on a daily basis.
• Conduct weekly commodity data quality checks for chronic as well as sickle cell medications in both chronic disease sites reporting any data quality queries to the MHAM to intervene and to the Pharmacy Activity manager to follow-up
• Ensure concordance of all chronic disease commodities documentation.
• Support internal Control activities touching on chronic disease commodities tracking and providing all requared data in collaboration with the data clark.
• Assist the Pharmacy Activities Manager in the analysis of consumption trends on a monthly basis for discussion with the MHAM on notable changes (if any) comparing real consumption
• Responsible for providing up to date MOH stock status of chronic medication and supplies to the chronic teams in collaboration with the sub-county pharmacy coordinator.

Clinical pharmacy support

• Provide medication related technical information to the chronic clinical teams in consultation with the MHAM under the direction with the pharmacy activity manager.
• Attend the chronic disease clinical meetings and case discussions when called providing feedback to the pharmacy activity manager.
• Support the implementation of pharmacovigilance monitoring and OJT t in collaboration with pharmacy activity manager reporting any cases suspected on a monthly basis
• Support the rational prescription monitoring reporting any medication errors to MHAM for intervention and the pharmacy activity manager for follow-up.
• Support the provision of patient therapeutic education to all new chronic disease patients and sickle cell patients and patients being switched on a new molecule advising on side effects,adverse drug reaction,self care and proper storage of the medication ensuring that all chronic patient are properly capacited implementing patient centered pharmaceutical care.
• Respond to concerns and provide the technical support to CHVs in consultation with the Community engagement manager, MHAM reporting to the pharmacy activities manager for follow-up.
• Assess and address chronic patients’ adherance issues and concerns in collaboration with MHPSS and the CEM.
• Support patients’ feedback activities in collaboration with MHPSS and the CEM reporting on a monthly to the pharmacy activities manager for escalation and reporting as the case may be

Other duties as assigned

• Due to the nature of MSF, other duties and/or tasks may be requested in line with the position’s profile. May be requested to work on public Holidays and at weekend.
• Participate in emergency response as needed for example cholera,violence
• Coverage of the hospital based pharmtech during offs and leaves
• Obligations
• To report on any aspects that threatens or favours the program.
• To abide by the MSF Staff regulations and MSF Charter.
• To maintain confidentiality with respect to MSF’s operational and patient activities and internal information pertaining to budgets, strategies, etc.

Qualifications & Requirements:

Education

• Essential: Qualified Pharmaceutical technologist enrolled by the Pharmacy and Poisons Board.

Knowledge & Experience

• Essential: Experience collaborating with with local pharmacy systems (MOH and Private) is an asset.
• Essential: Demonstrable Experience in supervising and training others in a team setting
• Excellent Written and Verbal Communication Skills
• Desirable :Proficiency in MS Office use.(Word,Excel)