Preliminary job information

• Job Title: Pharmacist Officer Assistant-HOD
• Duty Station: Based in Hajjah and/ or Hodeida according to operational needs
• Reports hierarchically to: Health and Nutrition Program Manager
• Position Category: Creation (New)
• Contract Duration: 7 MONTHS UP TO JUNE 2026 (RENEWAL OF THE CONTRACT SUBJECT TO PERFORMANCE AND FUNDING AVAILABILITY) 
• THIS RECRUITMENT IS SUBJECTED TO FUNDS CONFIRMATION
• Announcing Date: November 17th, 2025
• Announcement Closing Date: December 1st, 2025
• Work Starting Date: ASAP

General information of 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 projects, 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. 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 technical and administrative supervision of the Pharmacy officer the pharmacist officer assistant will work closely with the Pharmacy officer to ensure the smooth operation and the proper provision of high-quality drugs and medical supplies to PU-AMI supported Health Facilities pharmacies. S/he assumes the duties of the pharmacy officer in their absence.  S/he assists the pharmacist officer in making sure that the health facilities pharmaceutical needs are met in terms of delivery, inventory, and storage while ensuring that the pharmaceutical supply chain is reliable, secure, and well-documented at every step. Additionally, the Assistant is responsible for preparing and receiving the quarterly and monthly supply of medications and medical supplies for Health Facilities pharmacies in Hajjah, and for conducting regular field visits to the targeted health facilities in Abs and Kushar districts. 

Specific objectives and linked activities

1.    Gathering, processing, and analyzing data

• Ensure that all delivery sheets, goods received notes, and donation certificates provided by bases are tracked and gathered. 
• Ensure that medical stock movement data is entered into the Saga stock software and shared with the pharmacy officer.
• Ensure that stock cards for the base pharmacy are accurately updated and properly archived.
• Update Saga stock data and make backup regularly to be shared with the pharmacy officer.
• Produce tables, write regular letters and report, and provide material to assist with the preparation of reports and project papers related to pharmaceuticals.
• Verify the appropriate classification of archives and records. 
• Prepare and disseminate a weekly backup that includes Saga stock and data on temperature and humidity.
• Ascertain that inventory records, delivery notes, computer tools, and other management documents are used appropriately and on a regular basis.

2.    Stock management: 

• Assist in the administration of Pharmacy Officer, including the movement of stock in the computer database Saga stock / excel software as well as physical movements and the anticipation and management of expired pharmaceuticals.
• Ensure timely updating of stock cards with utmost care for every entrance and departure of stock and after each physical inventory.
• Carry out physical inventories and random checks. In the event of mismatches between actual inventory and theoretical stock, investigate and notify the Pharmacy Officer and the Country Pharmacist.
• Conduct regular stock inventories and share the reports with the pharmacy officer.
• Ensure correct storage (particularly temperature, humidity, light, and safety), order (storage, categorization, labeling), and security (key access) in accordance with PU-AMI pharmacy standards.
• Ensure that the procedures and instruments utilized at coordination level are understood and applied by all.
• Oversee the inventory management of the different first aid kits. In the event of unreasonable consumption, notify the Pharmacy Officer. 
• Ensure that expired or defective items are appropriately quarantined and that they are effectively destroyed or tested.
• On a monthly basis, provide a list of medications and medical supplies with a shelf life of less than 9 months found in the base pharmacy, and share it with the Pharmacy Officer.

3.    Supply management

• Assist with the evaluation of supply requests received from bases. 
• Manage the preparation, distribution planning, transportation, and delivery of medications from Base Pharmacies to the Health facilities' pharmacies.
• Ensure that all internal logistical and administrative processes pertaining to the medical/nutritional supply are followed.
• Store the received items in line with PU-AMI stock management procedures.
• Assist in the planning of donations, loans, and exchanges in collaboration with the Pharmacy Officer.

4.    Others:    

• Fill out the pharmacy officer's vacancy by taking over his tasks in his absence. 
• Perform any other duty as given by the line manager depending on needs.
• Conduct field visits to the HFs pharmacies on regular basis to supervise and monitor the consumption rate and disbursement of medications.
• Participate in determining the need estimation of medications and medical supplies during the projects designing stage.
• Assist in the process of drug management, which necessitates authorization and, if necessary, cooperation with authorities.
• Work closely with the pharmacy officer to guarantee seamless delivery and receiving of quality medical supplies, as well as suggesting solutions to any difficulties that may emerge.
• Provide feedback/field visit report on field visit findings to the pharmacy officer
• As needed, participate in program/medical/pharmacy team meetings.
• Collaborate closely with the medical department to monitor the status of stocks and consumptions.
• Carry out other duties as assigned by the pharmacy officer or the Health and Nutrition program  Manager

Hierarchical link

• Direct functional management: HFs Pharmacists  
• Direct Reports to: Pharmacy Officer.
• Indirect management: Country Pharmacist 

Required Personal Characteristics (fitting into the team, suitability for the job and assignment)

• Good communication and teamwork skills.
• Reliable and Punctual.
• Flexible and committed.
• Good interpersonal & Networking skills.
• Able to manage priorities.
• Able to manage stress and pressure.
• Good knowledge of humanitarian principles is an asset.
• Well organized.