Preliminary Job Information

• Job Title: Country PHARMACIST
• Duty Station: Yemen, Sana’a
• Reports hierarchically to: Medical Coordinator
• Contract Duration: 6 Months (renewable based on Budget Availability and performance evaluation)
• Announcement Date: 16 January 2025 
• Deadline for Applications: 29 January 2025
• Contract Start Date: ASAP

General Information about the Mission

PU-AMI’s Context & Strategy:

Première Urgence - Aide Médicale Internationale (PU-AMI) is an international, non-profit, non-political, and non-religious humanitarian organization which aims to provide rapid global response to the basic needs of populations affected by humanitarian crises to help them regain independence and dignity. PU-AMI provides assistance to more than 6 million people throughout 24 countries, with more than 2,500 staff worldwide.
PU-AMI adopts an integrated approach, to identify and understand the full array of the needs of the people affected by crises. This innovative approach is at the core of every PU-AMI-supported project to better target and prioritize actions, stabilize and improve the situation of the most vulnerable groups. It allows the teams to take all aspects of a problem into account, to come up with an efficient combination of solutions, which will have a powerful and long-lasting impact on the affected populations. In this respect, the organization runs worldwide around 190 projects a year, most of which are focused on Health, Nutrition, Food Security, Water, Sanitation and Hygiene, Psychosocial Support, Education and Protection activities. 
In Yemen, PU-AMI is supporting 21 health facilities (Health Centers, Health Units and Therapeutic Feeding Centers) in four Districts in Hodeidah (Al Mighlaf, As Sukhnah, Al Mansuriyah and Al Qanawis), three Districts in Raymah (Bilad at Ta’am, Al Jabin and Mazhar) and two Districts in Taizz (Al Mokha and Mawza). PU-AMI’s operations are managed by two field offices in Hodeidah and Mokha cities, both supported by the Sana’a coordination office. PU-AMI recently established a second coordination office in Aden. 
PU-AMI is participating actively in clusters and sub-clusters (health; nutrition; food security and livelihoods; WaSH) and works closely with relevant government departments.

Overall objective

Under the direct supervision of the medical coordinator, the Pharmacist ensures the overall functioning and management of the Central Pharmacy and the supply of operational bases and consumption units (Targeted Healthcare Facilities) of PUI supported health facilities in both SBA and IRG. S/he collaborates with the medical teams to provide pharmaceuticals and technical support needed for the smooth running of activities. S/he works in close collaboration with logistics teams in order to ensure the transportation of medicines to operational base(s). The supply chain of medicines must be safe, reliable and documented at all levels in accordance with PUI procedures. 

Tasks and Responsibilities

1.    Data collection and entry of medical supplies, treatment and analysis
2.    Orders and Supply managements 
3.    Stocks management and assessment of storage systems 
4.    Reporting & Technical Guidance  of Pharmacy Teams 
5.    Other duties 6.    

Specific objectives and linked activities

1.    Data collection and entry of medical supplies, treatment and analysis 

• Monthly supervise the data collection (in / out, consumption) of the different consumption units and their data entry into Sagastock / Excel. 
• Analyze the data to optimize the management of drugs and medical supplies (needs assessment, purchase, control, supply, cold chain, expiry dates, overstock/shortage etc.).
• Ensure regular and appropriate use of management documents (inventory records, delivery notes, computer tools etc.)
• Provide at any time reliable information on stock, consumption, use of medicines and pharmaceuticals for each project.
• Contribute to the writing of donors’ reports specifically for information on pharmacy and remaining stocks.
• Make a backup, minimum monthly, of all computer data.

2.    Orders and Supply Management 

• Work with logistics and medical departments for the purchase of medicine and equipment, in accordance with PUI and donors’ procedures.
• Participate in need assessment of drugs and medical supplies at mission level
• Contribute to technical validation of medical suppliers in collaboration with the HPM and Medical Coordinator for local procurement in respect of logistics and PUI quality assurance procedures (QUAMED audit recommendations, manufacturing site, etc.).
• Under the DHoMS’s supervision, follow procedures required by the local health and administrative authorities to obtain import authorizations and, when relevant, taxes exemption.
• Supervise the preparation, distribution planning, transport and delivery from the central stock to the consumption units in SBA and IRG.
• Ensure preparation, packing, editing of transport document such as packing lists up to operational base(s) in close collaboration with logistics department. At the request of logistics, the pharmacist is able to give the weight, volume and number of boxes for which transport is planned or required.
• Inform in advance and work with logistics department for the organization of transport of drugs.
• Participate in the technical inspection of local suppliers where appropriate
• Ensure donation of items to MoH, supported health facilities, and other actors in the area respecting PUI guidelines and ensuring that the products can be consumed without generating overstock for the donation’s recipient
• Supervise the delivery and receipt of goods and the quality control of drugs received. Inform logistics and Medical Coordinator in the event of non-compliance.
• Coordinate with field pharmacist and other Organization pharmacist to transfer, exchange, donate, loan medical items after the validation of Medical Coordinator

3.    Stocks management and Assessment of Storage Systems 

• Use the appropriate management documents (inventory records, stock cards, Sagastock or pharmacy spreadsheet etc.) according to Première Urgence Internationale’s pharmacy management procedures.
• Set up and maintain the pharmacy stock according to good storage practices (storage of drugs by categories, alphabetic order, and expiry date…).
• Creation of stock card for each item and update each stock card according to the stock movements on a timely manner.
• Ensure the respect of FEFO principle for storage and distribution of drugs
• Ensure the property and the organisation of the warehouse, coordinating with the Log department to ensure regular cleaning. Report any presence of pests.
• Monitor the temperature and the humidity level of the warehouse, submit data logger records monthly or when it is needed to the Medical Coordinator.
• Conduct the monthly physical inventory. In case of discrepancies between physical inventory and theoretical stock, investigate and inform the Medical Coordinator.
• Ensure that storage conditions are in line with national legislation, in particular for narcotics and psycho active drugs.
• Monitor stock management of the central pharmacy, and medical stocks of operational base(s) and consumption units
• When required or relevant, plan restocking under the Medical Coordinator supervision.
• Ensure the understanding and application of PUI pharmacy procedures and tools used by the operational base(s) and consumption units.
• Ensure the availability and the distribution of the PPE and First Aid Kits for the office use and the validity of the GH, office and vehicles according to PUI procedures.
• Ensure the good management of the cold chain items according to PUI procedures and guidelines.
• Inform the Medical Coordinator in case of irregular consumption.
• Ensure that expired or damaged items are timely transferred to the quarantine zone and been locked. 
• Make sure to classify the wasted items in the quarantine room according to the pharmaceutical forms (Liquid, semi liquid, solid aerosol, hazardous) to get ready for destruction process.
• Ensure the effective destruction in line with the health authorities’ protocols.
• Ensure pharmacovigilance including the immediate report to the Medical Coordinator of any problem with the quality of a drug in accordance with PUI pharmaceutical management procedures.

4.    Reporting & Technical Guidance of Pharmacy Teams 

• Ensure the proper classification of documents and archives and the complete tracking per project.
• Participate actively in meetings when required 
• Ensure good relationships with relevant stakeholders for drug importations, especially the FDA, under the DHoM responsibility.
• Make and share monthly a backup (Saga stock) with the Medical Coordinator / the HQ Pharmacist in the absence of Medical Coordinator.

5.    Other Duties 

• Provide training and technical support to the pharmacist and medical teams: stock management, rational use, quality assurance, dispensation.
• Conduct field visits frequently to ensure proper management of drugs at consumption unit level.
• Comply with PUI security procedures at all times.
• Train other collaborators on the pharmacy tools when it is requested from the coordination level
• Perform other duties and responsibilities as required by the direct manager when it is related to the pharmacy management
• Be available for any emergency.

Required Profile

Other Required Personal Characteristics 

• Good communication, leadership and training skills
• Caring and empathetic
• Reliable and Punctual
• Flexible and Committed
• Strong interpersonal & team building skills
• Able to manage priorities
• Able to manage stress and pressure
• Good knowledge of humanitarian principles 
• Well organized
• Experience on Donor’s rules on procurement and management pharmaceutical products Etc.