PROJECT PHARMACY MANAGER

Reports to (Hierarchical): Project Coordinator / Mission Pharmacy Manager Reports to (Functional): Project Medical Referent (if any)/ Medical coordinator/ Mission Pharmacy Manager Job Family: Medical and Paramedical Supervises (Function): Main Purpose 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 Accountabilities

• 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.)

Autres informations

• Giving support in the ordering and supply process of medicines and medical devices. Monitoring correct stock management across all pharmacies within project area, to guarantee good control and up to date data of stock levels and avoiding expiries, overstocks and stock outs. Reporting on drug consumption 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 (analyzing rational drug use), medicines reconciliation, antibiotic stewardship interventions such as restricted use antibiotic review, follow up of pharmaceutical care plans, patient counseling, good dispensing practices and safe medication practices.
• Supervising, coaching, motivating and evaluating all the pharmacy staff under his/her responsibility, in order to ensure strict respect for working procedures and protocols. Ensuring that all pharmacy staff use 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 with his/her field of action and responsibility, ensuring 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 Operational checks (Project Pharmacy and EPrep Pharmacy)

• Confirm pharmacy staff are present
• Ensure rosters/coverage for service points are respected. Temperature & storage condition verification
• Check cold chain/logs (where applicable): temperatures, equipment working status, alarms.
• Inspect storage areas for humidity, cleanliness, light exposure compliance. Hygiene and security walkthrough
• Quick check of cleanliness, pest/rodent control measures (traps/baits where used), secure access to stores.
• Confirm shelves are organized and medicines are not stored improperly. Stock status visibility
• Review daily stock movements at central/peripheral pharmacy(s)
• Flagged any items for low stock, near expiry, or stock-outs.
• Ensure data in stock tools is up to date (as applicable: quantities received/issued/adjusted). Medicines supply and stock management (ongoing daily)
• Confirm receipts and dispatch documentation
• Ensure all received medicines/devices are logged correctly in terms of batch number, expiry date, quantity, supplier paperwork.
• Verify that issued quantities match consumption/dispensing records. First Expire / First Out (FEFO) checks
• Daily/regular review of near-expiry items and ensure FEFO placement in store.
• Flag potential wastage/expiry risks to management early. Manage consumption-to-stock reconciliation (where feasible daily)
• Compare dispensing/usage vs what should be in stock.
• Identify unusual usage patterns (e.g., sudden spikes in psychotropic medicines, antibiotics, or frequently used items). Support ordering/supply requests (Local and IMO)
• Prepare inputs for the ordering pipelines
• Confirm reorder quantities, consider lead times, consumption trends, and buffer stock rules (MSF protocol). Coordinate returns/adjustments
• Handle product reclassification, relocations within pharmacy, damage/expired items segregation according to protocol.
• Ensure quarantine/return procedures are followed if items are not usable. Quality of dispensing and pharmaceutical care (daily support at service level)
• Monitor and ensure quality prescription / rational use screening (as applicable)
• Perform quick spot checks for medication appropriateness in terms of dose, formulation, frequency, duration.
• Irrational drug use flags for review with prescribers.
• Promote safe medication practices Controlled/stored medicines security (Narcotic items)
• Ensure access controls are respected (keys, registers, authorization process).
• Daily check that storage conditions and access records are consistent. Eprep Pharmacy Management
• Organize Eprep Pharmacy
• Arrange medicines and medical supplies according to category / Kits
• Ensure all items are stored according to manufacturer and cold-chain requirements where applicable.
• Organize stock using the FEFO (First-Expired, First-Out) principle.
• Check expiry dates and separate expired, damaged, or near-expiry items for appropriate action.
• Verify that stock quantities on the shelves match the inventory records. Pharmacy Protocol compliance verification
• Ensure procedures are followed consistently with close attention to hygiene practices, documentation standards, PPE use and waste management steps (where relevant). Training/refreshers
• If gaps are noticed (e.g., stock data entry errors), provide brief targeted coaching or organize quick retraining for pharmacy staff. Coordination with Medical/Logistics teams (daily touchpoints)
• Weekly coordination with Medical Referent / Medical Coordinator (as scheduled)
• Weekly check-in with logistics team and raise any logistics constraints affecting stock availability. Risk management and escalation (as needed, but should be daily reviewed) Escalate immediately if any of these occur:
• cold chain failure
• suspected medicine quality issues
• documentation gaps that affect traceability
• confirmed/pending stock-out for essential items
• evidence of theft/diversion or serious security breach Pharmaco-vigilance support
• In coordination with medical staff, support collection/escalation of issues such as suspected adverse drug reactions, unexpected medicine failures, ensure documentation flow matches MSF protocol. Requirements Education

Expérience

• Essential: Pharmacy degree (or equivalent 4-5 years diploma) Experience
• Two years of demonstrated experience as a pharmacist required.
• Experience in MSF or other NGO’s in developing countries is desirable Languages
• Mission language, English and/or French essential; Local working language desirable Knowledge Essential computer literacy (word, excel and internet) Competencies
• People Management and Development L2
• Commitment to MSF Principles L2
• Behavioural Flexibility L3
• Results and Quality Orientation L3
• Teamwork and Cooperation L3 REMUNERATION According to the MSFW salary scale (Level 10) in Liberia

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