Pharmacy Officer - Aden, Yemen

Job Title: Pharmacy Officer
Reports to: Programme Manager - Health & Nutrition  
Direct reports: None

Contacts/Key Relationships:    

• Internal:  Health and Nutrition Programme team, M&E Assistant, Operations and Logistics Team, Finance team, HR officer; close coordination with the Operation Director regarding Pharmaceutical Procurement Process and Supply Chain Management. 
• External: MoPHP, SBDMA, GHO, DHO, Health cluster, Nutrition cluster and other NGOs as required. 

Job Location:  Aden with movement to other Governorates where Concern works.     
Contract Details: Fixed Contract till 31st December 2026, with possibility for extension based on fund availability and performance. 
Grade: GB4

Job Purpose:

The Pharmacy Officer is responsible for ensuring the safe, effective, and accountable management of pharmaceutical and medical supplies for Primary Health Care (PHC) program services. The role covers both warehouse and office-based functions (inventory management, storage, documentation, and reporting) and field-level support (health facility supervision, distribution, stock verification, and staff mentorship).

In addition, the Pharmacy Officer provides technical input into project proposal development, including facility-level assessment, supporting the preparation and review of pharmaceutical and medical supply lists based on targeted area criteria, disease burden, population needs, and service delivery modalities. The position ensures full compliance with MoPHP guidelines, donor requirements, and humanitarian best practices, contributing to the uninterrupted availability of essential medicines and high-quality health service delivery.

Main duties & Responsibilities:

A. Warehouse & Inventory Management

• Manage the receipt, storage, and issuance of medicines, medical supplies, nutrition commodities, and IPC materials.
• Ensure proper storage conditions (FEFO/FIFO, temperature control, shelving, ventilation) in compliance with MoPHP standards, WHO guidelines, and donor requirements.
• Conduct routine physical inventory counts (daily, weekly, and monthly) and reconcile discrepancies.
• Maintain updated stock cards, bin cards, and electronic inventory records.
• Prepare monthly consumption, stock status, and pipeline reports.
• Prepare and track release orders, waybills, and distribution documentation.
• Monitor expiry dates and stock levels, and alert the responsible staff of shortages or overstock risks.
• Support quantification, forecasting, and procurement planning to prevent stock-outs and overstocking.

B. Distribution & Logistics Support (Field and Office)

• Support planning and delivery of medical and nutrition commodities to health facilities and mobile teams.
• Lead or support field distributions and stock replenishment visits to PHC facilities.
• Ensure safe and appropriate handling, loading/unloading, and transportation of medicines.
• Verify proper handover and documentation at the point of delivery (stock cards, delivery notes, signatures).
• Follow up on consumption patterns and ensure timely re-supply to avoid stock-outs.

C. Field Supervision & Facility Support

Conduct regular field visits to supported health facilities to:

• Review pharmacy and dispensing practices.
• Check storage conditions and stock management systems.
• Verify consumption reports against physical stock counts.
• Provide on-site coaching and mentoring to facility pharmacists and nurses.
• Support the distribution of medical kits (first-aid kits, RH kits, emergency kits) when available and verify appropriate use.
• Assist field teams during mobile medical and outreach activities with supply handling and management.

D. Pharmaceutical Compliance & Quality Assurance

• Ensure all pharmaceutical activities comply with national regulations and organizational standards.
• Implement pharmacovigilance procedures, including monitoring and reporting adverse drug reactions.
• Ensure controlled medicines and antibiotics are managed according to MoPHP protocols.
• Promote rational drug use and adherence to standard treatment guidelines in coordination with clinical staff.

E. Reporting & Documentation

• Prepare weekly and monthly stock, consumption, distribution, and field supervision reports.
• Ensure accurate documentation for audits, donor reporting, and compliance checks.
• Maintain updated supply chain records, including GRNs, waybills, and inventory summaries, in coordination with the Operations Team.

F. Coordination & Communication

• Coordinate regularly with Program, Operations, and field teams. Given the cross-cutting nature of this role, formally liaise with both the PD and OD to ensure that capacity-building and training needs are adequately met and that pharmaceutical management is in line with Concern's global health and nutrition guidelines. 
• Communicate stock needs, distribution schedules, and procurement forecasts in a timely manner.
• Participate in coordination meetings, trainings, and capacity-building activities.
• Liaise with MoPHP facility pharmacists, warehouse staff, and local authorities as required.
• Coordinate with and engage with other I/NGOs, cluster and stakeholders to share and learn best practices. 

G. Proposal Development & Pharmaceutical Planning

• Support the development and review of pharmaceutical and medical supply lists for project proposals in line with targeted area context, disease burden, and service delivery modalities (PHC, mobile teams, outreach).
• Contribute to the selection of essential medicines and medical commodities based on the MoPHP Essential Medicines List, national treatment guidelines, donor requirements, and epidemiological data.
• Ensure proposed pharmaceutical quantities are evidence-based, using population data, morbidity patterns, historical consumption, and project duration.
• Align pharmaceutical lists with targeted population size, geographic accessibility, seasonal trends, and emergency risks.
• Review pharmaceutical-related proposal budgets to ensure cost-effectiveness, feasibility, and supply chain capacity.
• Coordinate with Health, Nutrition, MEAL, and Logistics teams during proposal development to ensure technical accuracy and operational feasibility.
• Provide technical input during proposal revisions, donor clarifications, and modifications related to medicines and medical supplies.
• H. Compliance, Accountability & Safety
• Ensure compliance with humanitarian principles, safety protocols, and organizational SOPs.
• Coordinate with the Supreme Board of Drugs and Medical Appliances (SBDMA) to ensure registration, quality assurance, and regulatory compliance of pharmaceuticals and medical supplies.
• Maintain confidentiality, integrity, and accountability in handling medical commodities.

Uphold safeguarding policies, Prevention of Sexual Exploitation and Abuse (PSEA), and Code of Conduct standards.

Other:

• Be aware of, understand and comply with all of Concern’s policies and procedures (code of conduct and its associate policies, finance, logistics, HR, security management etc).
• Actively participate in any emergency response if called upon to do so (within the existing programme area or in a new one).
• Undertake other related duties as may reasonably be assigned by or the line manager.

Emergency response: Concern is committed to responding to emergencies efficiently and effectively to help affected people meet their basic needs, alleviate suffering, and maintain their dignity. To this end, when emergencies strike and the Yemen Programme is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.

Accountability In line with Concern’s commitments under the Core Humanitarian Standard (CHS): 

• actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E); 
• work with relevant colleagues to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed; 
• work with relevant colleagues to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities. 

Person specification:

Essential

• Bachelor’s degree in Pharmacy.
• Minimum three years of experience in pharmacy practice and supply chain management within humanitarian health programs or Primary Health Care (PHC) services.
• Experience in warehouse and inventory management.
• Proficiency in MS Office, particularly Excel.

Desirable

• Experience with inventory management software or DHIS2.
• Knowledge of MoPHP Essential Medicines List, CMSP (Central Medical Store Program), SBDMA (Supreme Board of Drugs and Medical Appliances).
• Familiarity with humanitarian supply chain procedures.

Competencies:

Essential 

• Managing Yourself
• Planning and decision-making
• Communication and working with others
• Delivering results

Preferred

• Leadership
• Creativity and innovation
• Influence, advocacy and networking
• Change