Vacancies at Mission for Essential Drugs and Supplies (MEDS)

Key Responsibilities:

• Perform reception duties to ensure smooth and professional front desk operations.
• Process customer orders by acknowledging, verifying, booking and cancelling as needed for efficient order management.
• Separate narcotics orders from regular orders for proper booking and handling.
• Input booked orders into the Syspro ERP system for accurate packing and processing.
• Provide feedback to clients regarding order status, issues, or delays to enhance their experience and address concerns promptly.
• Update and maintain client information and order status in the system to ensure data accuracy and maintain accurate records of client interactions and order details to support tracking and reporting.
• Receive, acknowledge and document client concerns in the system to facilitate accurate tracking and resolution.
• Respond to client inquiries about the status and progress of their complaints and to keep them informed and satisfied.
• Collaborate with sections such as Inventory Control and Quality Assurance to resolve complaints, assigning issues based on severity.
• Convert quotations into sales orders upon client confirmation to facilitate order fulfilment.
• Maintain cleanliness and organization of the front office to uphold a positive corporate image

Requirements:

• Diploma in Pharmacy/Nursing/Medical Laboratory/Clinical Medicine or related field
• Enrolled with relevant body such as Pharmacy and Poisons Board of Kenya, the Clinical Officers Council, Nursing Council of Kenya, The Medical Laboratory Technicians and Technologist Board.
• Minimum 3 years relevant experience
• Technical competencies; Proficiency in any ERP system, knowledge of Microsoft Packages, knowledge of pharmaceutical products and data analysis.
• Functional skills; Communication skills, problem-solving skills, analytical skills,
• interpersonal skills, keen to details and a high level of integrity. and amiable

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Key responsibilities:

• Reconcile tax sub-ledgers, including PAYE, VAT and Withholding Taxes, with the general ledger and process tax declarations and payments to comply with existing KRA regulations.
• Provide timely and accurate VAT and Withholding Tax sub-ledgers, revenue and expenditure reports and VAT Returns filed as per existing laws and regulations.
• Prepare periodic Tax lead schedules that include VAT 3 Schedule, IT2 Schedule for both internal and external financial audit process.
• Continual appraisal of Organisational system compliance with enacted taxation laws, regulations, advice and training for adoption and or implementation of the laws.
• Prepare and analyse project budgets and project financial reports on a monthly, quarterly, and annual basis to track and support effective project performance monitoring as per donor requirements.
• Prepare import cost analyses by calculating all cost elements for pre-shipment and postshipment phases to assess the viability of imports and justify selling prices.
• Prepare payments for temporary staff by tabulating the amounts due and posting them accurately to the relevant ledgers to ensure payments are made to the correct bank accounts.
• Implement internal and external financial audit resolutions on taxes and projects reports and related matters
• Continual appraisal of Organisational system compliance with enacted taxation laws, regulations, advice and training for adoption and or implementation of the laws

Job requirements:

• Bachelor’s Degree in Finance or a business-related field and Certified Public Accountant (finalist) or equivalent. Registration with ICPAK is an added advantage.
• At least five years of experience, including two years in accounting within a tax environment
• Technical Competencies; Knowledge of Generally Accepted Accounting Principles (GAAP);
• Knowledge of International Financial Reporting Standards; Knowledge of Generally Accepted Government Audit Standards; Knowledge of the Code of Federal Regulations; Critical thinking skills
• Functional skills: Communication, problem-solving, analytical, keen to details and interpersonal skills

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Key Responsibilities:

• Manage all records including, minutes and correspondences in accordance with organizational policies to ensure they are up-to-date, accurate, complete and retrievable following Good Record-Keeping Practices.
• Coordinate meetings for the department by scheduling, taking minutes and compiling reports while continuously monitoring the completion of agreed actions by various stakeholders to ensure their efficiency and effectiveness.
• Coordinate the review of QMS-related documents for the department for compliance.
• Perform monitoring and evaluation activities for the department by preparing weekly andmonthly performance reports for all staff to facilitate decision-making by Section Heads and Head of Department.
• Provide communication links between internal and external stakeholders with the Head of Department by managing correspondences in form of letters, emails and telephone calls for efficient service delivery.
• Provide support to the team in the Supply Chain department to drive the successful execution of various initiatives, for efficiency.
• Manage diary, schedules, confidential information, appointments and travel arrangements for the Head of Department for effective service delivery.
• Organize and prepare conferences and events within or outside MEDS in liaison with other departmental staff for effective service delivery.
• Handle requests and queries from external stakeholders for customer satisfaction

Candidate Profile:

• Bachelor’s Degree in Business Administration or related field and Secretarial studies.
• Minimum 5 years relevant experience.
• Technical Competencies; Office Management skills; Experience with scheduling tools, Microsoft Office Suite Proficiency; Records Management; Time management
• Functional skills; Discretion and confidentiality, Communication skills, Problem-Solving skills, Analytical skills, interpersonal skills, keen to details and high level of integrity

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Key Responsibilities:

• Monitor and analyse sales performance, providing actionable insights to achieve and surpass sales targets.
• Drive business growth by soliciting and bidding in electronic and manual tender quotations for business growth.
• Collect and conduct in-depth analysis of data to assess the viability and potential of existing and new products and market segments, to inform management decisions.
• Evaluate the impact of marketing strategies and activities to identify deviations against targets to enhance effectiveness and optimize results.
• Develop comprehensive business development and sales reports by collecting, analysing, and summarizing data and trends to inform strategic planning.
• Provide input in demand planning and forecasting products to accurately anticipate and meet clients’ product requirements, ensuring alignment with market needs.
• Analyse client product consumption patterns and emerging market trends to refine forecasts and inform future product development.
• Conduct market research on the complete product portfolio, assessing competitor activities and consumer preferences to drive market strategies.
• Collate and analyse feedback from the field team regarding the product portfolio to guide management decisions and improve product offerings.
• Track the impact of day-to-day Rapid Results Initiatives (RRI) in sales and quotations conversion and follow-up with field officers, Field Officer bio-medical & client relations officers/assistants.
• Prepare weekly, monthly, quarterly and annual sales performance reports as per the marketing and business development plan.

Candidate Profile:

• Bachelor's degree in Commerce, Computer Science, Actuarial Science, Mathematics and Statistics or Economics with strong bias/exposure in business statistical analysis
• At least 5 years of experience with 3 years in a busy business development and marketing department.
• Technical Competencies; Data analysis, MS Office Suite proficiency, Tender/quotations development and response capabilities, Market research
• Functional skills; Communication skills, problem-solving skills, analytical skills, interpersonal skills, keen to detail and high level of integrity

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Key Responsibilities:

• Design and implement database schemas, including tables, indexes, relationships, and constraints based on application requirements
• Develop and maintain data models and database architecture to support business processes and applications
• Install and configure database management systems (DBMS) and related tools and set up database parameters and configurations to optimize performance and meet operational requirements
• Analyze and optimize SQL queries and database performance through indexing, query rewriting, and other techniques. Use performance monitoring tools to track database performance metrics, such as response times, throughput, and resource utilization
• Develop and implement backup strategies to ensure data is regularly and securely backed up as well as manage and execute database recovery procedures to restore data in case of corruption, loss, or disaster
• Implement and manage access controls, including user roles and permissions, to secure sensitive data and to enforce database security policies and practices to protect against unauthorized access and vulnerabilities
• Plan and execute data migration tasks, including moving data between databases, systems, or environments as well as Integrate databases with other systems and applications to ensure seamless data flow and consistency
• Perform regular maintenance tasks, such as applying patches, performing database health checks, and managing space usage and apply software updates and patches to the DBMS to address bugs and security vulnerabilities
• Diagnose and resolve database-related issues, such as performance bottlenecks, connectivity problems, and data corruption
• Provide support for application developers and end-users regarding database-related queries and problems
• Monitor and forecast database resource usage, such as storage and memory, to plan for future capacity needs as well as Implement strategies for scaling databases to handle increased load and ensure optimal performance
• Maintain comprehensive documentation of database schemas, configurations,  procedures, and changes and Record and document changes to database structures, configurations, and processes
• Ensure databases comply with relevant laws, regulations, and industry standards, such as GDPR, HIPAA, or PCI-DSS and follow and implement industry best practices for database management, security, and performance
• Develop and implement scripts and automation tools to streamline database management tasks, such as backups, monitoring, and maintenance and Use scripting languages (e.g., SQL, PowerShell, Shell) to automate repetitive tasks and improve efficiency
• Develop and maintain disaster recovery plans to ensure quick recovery of database services in case of a major failure or disaster. Regularly test and update disaster recovery plans to ensure their effectiveness and reliability
• Work closely with application developers, system administrators, and IT teams to support application development and deployment
• Coordinate with database vendors for support, updates, and troubleshooting
• Provide training and guidance to junior DBAs or other IT staff on database management practices and tools

Candidate Profile:

• Bachelor’s degree in Computer Science or ICT or Computer Engineering or related field
• Certification in database administration ie Microsoft Certified, Azure Database Administrator Associate, Oracle Certified Professional, Oracle Database Administrator, MySQL Database Administrator, Certified Data Management Professional.
• Minimum of five years of database administration experience, as well as hardware and software maintenance and user support experience.

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Key Responsibilities:

• Perform Laboratory testing on different health products and technologies in compliance with relevant standards to determine their quality using applicable techniques.
• Document information associated with of laboratory testing using the Laboratory Information Management System (LIMS) from sample preparation to the stage of review of results.
• Perform training on behalf of MEDS for both internal and external stakeholders as subject matter experts for purposes of induction, client education and revenue generation as a service.
• Maintain Laboratory equipment through proper operation, cleaning and basic maintenance and perform defined verification tests on different equipment and instrument in the laboratory to confirm their suitability for use.
• Perform successful transfer of validated analytical testing methods from donor institutions e.g. manufacturers and laboratories to MEDS laboratory for use in analysis of samples from clients to determine their quality.
• Take part in Proficiency and inter-laboratory testing on behalf of the MEDS laboratory to demonstrate competence of the laboratory against peer laboratories and for compliance with relevant standards
• Prepare Standard Operating Procedures and Work Instructions to be used in performing different tasks and duties in the laboratory
• Participate in self-inspections and external audits for continuous improvement and compliance with relevant standards
• Ensure compliance to safety and regulatory requirements while working under Good Laboratory Practices (GLP).
• Conduct daily environmental monitoring of controlled areas within the laboratory to ensure adherence to set limits of differential temperature and relative humidity as established by international guidelines.
• Maintain safety at all times while working in the laboratory as a requirement of Good Laboratory Practices (GLP).
• Maintain accurate records related to laboratory activities following Good record-keeping Practices for compliance with requirements of the Quality Management System.

Candidate Profile:

• Bachelor’s Degree in Analytical Chemistry from a recognized institution
• Minimum 5 years of relevant experience in a Pharmaceutical Quality Control Laboratory
• Technical Competencies; Knowledge of regulatory standards such as GMP (Good Manufacturing Practice) and GLP (Good Laboratory Practice); Knowledge of ISO/IEC 17025:2017 standard; knowledge of Laboratory Information Management System (LIMS); Safety and Compliance; Laboratory equipment maintenance and servicing; MS Office Suite proficiency; data analysis
• Functional skills; Communication skills, problem-solving skills, analytical skills, innovation skills, interpersonal skills, attention to detail and high level of integrity

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Key Responsibilities:

• Receive and record purchase requests from end-users to ensure timely procurement of goods and services.
• Key in purchase orders to prevent stockouts and maintain adequate inventory levels
• Obtain authorization from relevant approvers and designated signatories to formalize procurement transactions
• Update the vendors master list for reference and decision-making
• Track the status of purchase orders and inform relevant staff of estimated delivery times or changes affecting delivery conditions to manage expectations.
• Receive and record supplier invoices for non-trade commodities attached to requisitions to facilitate prompt payment and maintain accurate financial records.
• File all procurement documents systematically for recordkeeping and audit purposes, and maintain orderly files on active orders, including changes and partial shipments.
• Receive and record tender samples, to facilitate decision making

Candidate Profile:

• Diploma in Supply Chain or a related field
• At least 3 years of experience in a busy Procurement Department in a Pharmaceutical Organization
• Technical Competencies; MS Suite Proficiency; knowledge of the Public Procurement and Asset Disposal Act; MS Suite Proficiency
• Functional skills; Communication skills, Problem-solving, Interpersonal skills, record management, Organizational skills, keen to details and high level of integrity

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Key Responsibilities:

• Receive supply requisitions and raise LPOs to ensure timely procurement and effective inventory management.
• Negotiate with suppliers and vendors to obtain favourable terms and conditions for the organization.
• Solicit quotations from vendors in line with regulatory and procurement guidelines to ensure compliance and transparency.
• Prepare a quotation matrix for review and approval to ensure transparent vendor selection.
• Participate in the tendering process
• Update the vendor appraisal matrix and document performance concerns to support decision-making and maintain a dependable supplier base.
• Support departments by providing timely and accurate feedback for smooth operations.

Candidate Profile:

• Bachelor Degree in Procurement or Supply Chain or a related field
• Diploma in Pharmacy or equivalent and enrolled with the relevant professional body
• Chartered Institute of Procurement and Supply (CIPS) or equivalent is an added advantage
• Minimum five (5) years of experience 3 of which in a busy procurement department in a Pharmaceutical Supply Chain.
• Technical Competencies; Knowledge of the Public Procurement and Asset Disposal Act; Negotiation Skills; Supplier and Vendor Sourcing; MS Suite Proficiency
• Functional skills; Communication skills; Problem solving skills; Analytical skills ; Interpersonal skills and high level of integrity

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Key Responsibilities:

• Verify purchase orders for accuracy and approve them according to the approval matrix, ensuring timely delivery of goods.
• Record minutes during tender evaluations based on bid submissions to maintain transparency in vendor contracting.
• Develop and maintain a supplier performance database by updating tools based on appraisals to identify areas for improvement and guide future engagements.
• Develop a comprehensive database of market prices, commodity lists, alternative products, and sources to facilitate informed decision-making during procurement processes.
• Identify, develop, and update relevant Quality Management System (QMS) documentation and policies to align with best pharmaceutical procurement practices and ensure compliance.
• Negotiate with suppliers and vendors to secure advantageous terms and conditions for the organization.
• Negotiate with suppliers for the collection of returns from clients to minimize losses due to stock obsolescence or expiries.
• Contract suppliers and vendors to ensure efficient provision of goods and services.
• Verify entries on Local Purchase Orders (LPOs) during approvals to ensure the accuracy of order details.
• Communicate award notifications to suppliers to ensure timely planning and delivery of goods and services
• Coordinate the compilation of weekly, monthly, and quarterly reports by various subsections to track progress, identify areas for improvement, and support decisionmaking.
• Maintain tender documents and update relevant stakeholders on alternative sources or products during the sourcing process to enhance procurement options.
• Maintain a database of alternative suppliers by engaging with potential vendors from the Pharmacy and Poisons Board (PPB) database and network to expand the supplier base.
• Conduct market price analysis through open Requests for Quotations (RFQs) to establish competitiveness and set a baseline for negotiations.
• Develop and review tools for monitoring supplier performance to ensure the organization consistently receives quality and reliable services.
• Address quality-related complaints from clients by liaising with suppliers and following up on Corrective and Preventive Actions (CAPA) issued in response to reports from Quality Assurance or field inspections.
• Support the execution of procurement activities for donor-funded programs, grants, and access programs to ensure successful project outcomes.
• Conduct international purchases to obtain the best prices by engaging with overseas vendors, coordinating with regulators for Import Declaration Forms (IDFs) and permits, and liaising with clearing agents for smooth clearance.
• Monitor and appraise staff performance to identify areas for improvement and recognize areas of excellence.

Candidate Profile:

• Bachelor Degree in Pharmacy and Registered with the Pharmacy and Poisons Board
• Chartered Institute of Procurement and Supply (CIPS) Level VI or equivalent
• Membership with CIPS or equivalent
• Minimum five (5) years of relevant experience of which (3) in Supervisory level
• Technical Competencies; knowledge of international trade regulations, customs procedures, and import/export documentation; knowledge of the Public Procurement and Asset Disposal Act; Negotiation Skills; Supplier and Vendor Sourcing; Risk Management; Budgeting; MS Suite Proficiency
• Functional skills; Supervisory Skills; Communication skills; Problem solving skills;
• Analytical skills ; Interpersonal skills
   

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Key Responsibilities:

• Inspect inbound health products, technologies, and client returns to verify they meet established quality standards and recommend their release to achieve customer satisfaction.
• Investigate quality-related complaints by evaluating the products involved to address issues and enhance customer satisfaction.
• Sample and evaluate medical devices to confirm they meet set specifications and comply with relevant standards.
• Collect samples from the warehouse according to the approved sampling plan and analyze them to ensure they meet specifications.
• Update suppliers’ performance records with details of non-conforming products using the performance tool to improve supplier quality and performance.
• Maintain custody of quality assurance records by organizing and filing documents in their respective folders to ensure proper documentation

Candidate Profile:

• Diploma in Pharmacy/Nursing/Medical Laboratory/Clinical Medicine or related field
• Enrolled with relevant body such as Pharmacy and Poisons Board of Kenya, Clinical Officers Council, Nursing Council of Kenya, The Medical Laboratory Technicians and Technologist Board
• Minimum 3 years experience with pharmaceutical and non-pharmaceutical products
• Technical Competencies; knowledge of Good Manufacturing Practices (GMP), World Health Organization (WHO) and Good distribution practices (GDP) guidelines standards
• Functional skills; Communication skills, Problem-Solving skills, Analytical skills, Innovation skills, Interpersonal Skills and a high level of integrity

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Key Responsibilities:

• Inspect inbound health products, technologies, and client returns to verify they meet established quality standards and recommend their release to achieve customer satisfaction.
• Investigate quality-related complaints by evaluating the products involved to address issues and enhance customer satisfaction.
• Sample and evaluate medical devices to confirm they meet set specifications and comply with relevant standards.
• Collect samples from the warehouse according to the approved sampling plan and analyze them to ensure they meet specifications.
• Update suppliers’ performance records with details of non-conforming products using the performance tool to improve supplier quality and performance.
• Maintain custody of quality assurance records by organizing and filing documents in their respective folders to ensure proper documentation

Candidate Profile:

• Diploma in Pharmacy/Nursing/Medical Laboratory/Clinical Medicine or related field
• Enrolled with relevant body such as Pharmacy and Poisons Board of Kenya, Clinical Officers Council, Nursing Council of Kenya, The Medical Laboratory Technicians and Technologist Board
• Minimum 3 years experience with pharmaceutical and non-pharmaceutical products
• Technical Competencies; knowledge of Good Manufacturing Practices (GMP), World Health Organization (WHO) and Good distribution practices (GDP) guidelines standards
• Functional skills; Communication skills, Problem-Solving skills, Analytical skills, Innovation skills, Interpersonal Skills and a high level of integrity

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Key Responsibilities:

• Develop and implement quality assurance plans for products in the warehouse to regularly determine their quality status through analysis, evaluation and comparison with set specifications.
• Supervise the inspection and release of inbound consignments and returns from clients by assessing their compliance with specifications to guarantee customer satisfaction.
• Gather information for pharmacovigilance of MEDS products as required by the Pharmacy and Poisons Board to comply with regulatory obligations.
• Supervise technical activities in the warehouse and laboratories in accordance with Good Distribution Practice (GDP) and Good Practice in Quality Control Laboratories (GPPQCL) to maintain high-quality standards.
• Review product inspection checklists and recommend the release of inspected returns from clients by verifying compliance with quality specifications and assessing the validity of quality-related complaints.
• Investigate and resolve quality-related complaints by analysing issues and implementing corrective actions to improve customer satisfaction.
• Manage product recalls by collaborating with regulators and suppliers to manage compliance and address safety concerns.
• Update supplier performance records on quality-related issues to track and manage supplier quality effectively.
• Conduct supplier inspections as part of the MEDS technical team to assess and prequalify suppliers for compliance with quality standards.
• Prequalify suppliers and products by performing on-site inspections and remote reviews of supplier information and product assessments to verify that they meet established criteria.
• Investigate major quality complaints by evaluating products to identify and resolve issues, ensuring high levels of customer satisfaction.
• Train new and existing staff on the requirements of the quality management system to promote adherence to quality standards and procedures.

Candidate Profile:

• Bachelor's degree in Pharmacy from a recognized institution and Registered with Pharmacy and Poisons Board
• Training in Quality Management System from accredited bodies
• At least 5 years of relevant experience with 3 of which should be in a supervisory role in Quality Management System (QMS), Good Distribution Practices (GDP) or Good Manufacturing Practices (GMP) facility
• Technical Competencies; Knowledge of Good Storage & Distribution practices, Knowledge of Good Manufacturing Practices and Knowledge of ISO 9001:2015 Quality Management Systems.
• Functional skills; Supervisory skills, Communication skills, problem-solving skills, analytical skills, innovation skills, interpersonal skills, keen to detail and high level of integrity

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Key Responsibilities:

• Process all non-stock items (NSI) orders received at the cage promptly and accurately to maintain efficiency.
• Pack the correct items, including brand preferences, quantities, and expiries, for all clean non-stock item orders to meet quality standards.
• Eliminate unallocated non-stock items in the cage by using the ERP system to generate reports of pending orders and processing all NSIs timely.
• Prevent breakages and damages of non-stock items at the cage to maintain inventory integrity.
• Prepare and share a weekly status report on all pending non-stock items orders with relevant parties to facilitate timely actions.
• Maintain the non-stock items cage clean, organized, and free of clutter and dust to ensure a well-organized workspace.

Candidate Profile:

• Diploma in Pharmacy/Nursing/Medical Laboratory/Clinical Medicine or related field. Enrolment with a relevant body is an added advantage
• Minimum of 3 years work experience in a busy pharmaceutical warehouse
• Technical Competencies; MS Office Suite Proficiency and data entry skills
• Functional skills; Communication skills, problem-solving skills, analytical skills,
• interpersonal skills, attention to detail and high level of integrity

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Key Responsibilities:

• Oversee the development of training curricula to ensure alignment with health sector priorities and the needs of health facilities to ensure relevance and effectiveness.
• Coordinate the implementation of Annual Training Programs to achieve 100% client satisfaction by adhering to program schedules and quality standards.
• Collaborate with health facilities to assess their training needs and organize facility-based training sessions to address these requirements.
• Calculate the costs associated with various training activities by analysing key expenses and expected margins to ensure budget adherence.
• Coordinate proposal writing and resource mobilization efforts in tapping support of donor related projects (PEPFAR, Global Fund etc) via Project Management Unit (PMU).
• Solicitation and coordination of consultancy opportunities to increase the HSS revenues and sustain the business unit.
• Provide oversight of the library cum resource centre functions and ensure MEDS staff have access of updated learning/good practices materials for developing and publishing scientific abstracts and other publications geared towards strengthening HSS across all MEDS clients.
• Develop innovative pathways for increasing HSS performance based on artificial and business intelligence to get the competitive edge and sustain MEDS business, growth and diversification.
• Advocacy and representation of MEDS in County Health Management Stakeholders/MOH forums and Donor/Partners Implementation meetings by show-casing MEDS prowess as the health solutions provider of choice and solicit for more business opportunities.
• Identify new training areas for inclusion in the program to address emerging needs and gaps in health sector training.
• Conduct training sessions in specific subject areas where qualified, leveraging expertise to deliver high-quality instruction.
• Recruit and manage training facilitators to deliver sessions as agreed, ensuring they meet performance expectations.
• Evaluate the feasibility of conducting different types of training and assess the resources required to effectively implement them.
• Preparation and submission of monthly and periodic section reports to the supervisor and other relevant stakeholders.

Candidate Profile:

• Master's degree in Business Administration in Healthcare or Health Systems Management
• Degree in Health Sciences/Bachelor of Science in Nursing (BScN)/ Bachelor of Pharmacy/Bachelor of Clinical Medicine and Surgery/ Bachelor of Medical Laboratory or equivalent with a valid practice license
• Minimum seven (7) years relevant experience in HSS/Capacity Building with 3 years in managerial role
• Technical Competencies; Background training in healthcare, Knowledge of the Health Sector, Proposal Writing & Resource Mobilization skills, Advocacy and Representation skills, Business acumen, Strong Public Relations skills, Facilitation and training skills
• Functional skills; Leadership skills, Communication skills, Problem solving skills,
• Analytical skills, high level of integrity