Terms of Reference

Position: Pharmacy assistant 1 in Hajja & 1 in Ibb
Level: Field/Main Office
Supervises:  The field pharmacist/drug dispenser 
Shift: Full-Time
Travel: Yes
Reporting to (Hierarchical): Pharmacy Officer
Reporting to (Technical): Pharmacy Officer

All INTERSOS employees are expected to perform their roles and responsibilities according to the INTERSOS charter of values, code of ethics, PSEA, and Child Protection policies. The job description is mandatory for all positions within INTERSOS and shall be signed by the employee within the first week of employment.

Main Purpose:

According to Pharmacy Officer’s 'indications ensure general functioning of the INTERSOS pharmacy in order to ensure the stock management of the pharmacy and/or warehouse, following the good pharmaceutical and inventory management practices, while providing an adequate supply and quality of medicines, medical consumables and equipment for the different projects from INTERSOS on the field, remotely or in person, whenever is necessary.

Tasks

Stock management:

• To ensure, under the supervision of the Pharmacy Officer and the Country Pharmacist, the respect of INTERSOS international standards for quality of the stock management and storage (environment, organization, follow up, documentation, archiving, etc.) 
• To ensure, in close collaboration with the Pharmacy Officer & Country Pharmacist, the on-time distribution of requested items to different projects. 
• Backup Management: Make a backup, minimum monthly, of all computer data. 
• Daily Routine: Monitor and record the room temperature, humidity and the fridge temperature twice daily, in accordance with INTERSOS guidelines and tools; 
• Expired Items Management: Ensure that expired or damaged items are properly put in quarantine; 
• Inventory and Follow-up: Conduct and document an appropriate monthly physical inventory. In case of discrepancy between the theoretical stock and the inventory, do a proper follow up with supervisors on the results of the count; 
• Management Tools: Use the appropriate management documents (inventory records, stock cards, computer tools, etc.) according to the INTERSOS pharmacy management procedures; 
• Update Data: Provide at any given time reliable data of stock quantity and stock value; 
• Storage: Ensure a proper storage (especially the conditions of temperature, humidity, light and safety), order (classification, labeling), security (key access) according to the procedures of INTERSOS 
• Wasteless: Put all effort to avoid waste and notably through the anticipation of expired drugs; 

Supply Chain Management:

• Documentation: Use the proper documentation to track receptions. 
• GRN: Update the Logistics Coordinator and Logistics Staff of receptions with the goods received note (GRN); 
• Procedure: Store the products received in accordance with INTERSOS stock management procedure. 
• Reception and Quality Check: Ensure the reception and quality control of drugs received. Inform the Pharmacy officer in case of non-compliance. 
• Ensure IMS updated according to the role decided by Pharmacy officer.
• Monitoring medication inventory levels and coordinating with suppliers to ensure timely delivery.
• Managing stock levels to prevent shortages or wastage.
• Preparation of Orders: Prepare the orders for the bases or supported health structures, donations, loans and exchanges. Establish and share a distribution schedule. 
• Quarantine Management: Manage returns and quarantine back from supported health structures; 
• Transport and Logistics: Anticipate and work with logistics department for the organization of transport of drugs; 

Reporting/Archiving:

• Ensure a proper classification of documents and archives; 
• Participate in the update of the annual INTERSOS pharmacy activity planning. 
• Provide inputs to any other regular or ad-hoc as requested by the Country Pharmacist 
• Write a monthly activity report and submit it to the Pharmacy Officer

Quality Assurance:

• Implementing quality control measures to ensure the safety and effectiveness of medications.
• Conducting regular audits to assess compliance with organizational and regulatory standards
• Conducting regular field visits to ensure the quality of SoPs follow up                        

Requirements:

• Bachelor Degree in Pharmacy
• Desirable previous experience in pharmacy
• Essential computer literacy (word, excel and internet) 

Personal requirements:

• Behavioral flexibility 
• Independence, initiative, pro-activeness 
• Commitment to INTERSOS principles 

Languages:

• Good level in English language