Emergency SC Coordinator

The Emergency SC Coordinator will be an integral member of the country management team and reports directly to the Deputy Director Operations (DDO) and Regional Supply Chain Director Asia (RSCD). This position will support the existing country program pharmaceutical and medicine warehouse in Kabul as well as in the fields in according to IRC global Pharmacy and Medicine standard protocols. The position holder is also responsible for warehouse set up need assessment ensuring required standards such as tools, logistics, shelving’s, medical equipment, temperature and all other drug and pharmaceutical safety are in place and continue training local Medical Logistics Manager, Medical Logistics Officer, and Storekeeper. The position holder will also be responsible for managing and directing all local and International Pharma and non-pharma procurements and closely coordinate these activities with the CP supply chain.

In close coordination and collaboration with SC Co, DDO, DDP, RSCD Emergency Health Coordinator and Health Coordinator, the Emergency Medical Logistics Manager will.

• To work with Procurement to pharma warehouses setting up in Kabul as well as in the fields are fully compliant and there is enough space to accommodate more pharma coming locally and internationally

• Take leadership in the supply chain management for medicines, medical supplies and non-medical supplies purchase process/contracting carried out by the procurement team and provide technical specs and clarification, custom release coordination with Administration unit (such as sharing the packing list, pro-format invoice, quality control and airwaybill/shipment documents (if goods come from oversea) and arrange counting, reporting and keep data retention.

• To maintain close coordination with the program team ensuring their medicine, medical supplies, PPE, and other relevant health needs are well coordinated with the Supply Chain and acquisition and delivery to the field sites are planned of time.

• To closely support Supply Chain coordinator during his absence in taking the role responsibilities to support all supply chain activities.

Responsibilities:

• Ensure medicines and medical supplies, including cold chain items, are properly stored in the warehouse and compliant with IRC drug management standards and protocols.

• Supervise the daily entry and dispatch of medicines and pharmaceuticals from the Stock to the sites and ensure records are maintained and reported.

• Visit field sites example Nangarhar, Khost, Helmand and other fields, security situation permitting, for upgrading fields medicine and pharmaceutical storage spaces where needed and train the field SC and Storekeepers.

• Supervise and Update the Stock Fulfilment Plan and support of contingency requirements.

• Ensure consistency of warehouse documentation and reporting including despatching documents, waybills, distributions and or donation letters.

• Drive improvements in stock reporting accuracy for medicines and medical supplies inventories.

• Ensure physical inventories are conducted monthly and communicated to program and supply chain.

• Capacity building of storekeeper, medical Logistics Manager and logistics officers managing the warehouse in accurate reporting and stock management in whole remain an asset.

• Ensure loss reports are drafted and sent to the Supply Chain Coordinator and SMT for acting.

• Work with Safety Security and Field Coordinators for warehouses safety security measures and prepare plan for improvement

• Check that deadline of medicines deliveries to the designated field sites are respected. Perform Spot checks on a scheduled basis

• Supervise that the Warehouse is properly set-up, cleaning and security conditions are respected.

• Provide day to day orientation and training to the country pharmacists, Medical Logistics Manager, Medical Logistics Officer and storekeeper on warehouse forms, outgoing, incoming, First in First Out (FIFO), First Expiry First Out (FEFO) mechanism is in place.

• Ensure sensitive dedicated space for sensitive medicine, reagents and other pharmaceuticals are prepared and sufficient temperature control devices are available and recorded all time.

• Share weekly medicine and pharmaceutical supplies stock report to the program and flag expiry dates of drugs and pharmaceuticals getting closer to allow program decide distribution plan.

Policy Compliance.

Ensure all warehouse management policy, pharmaceutical management Standard Operating Procedures (SOPs) are respected and compliant with IRC Global standards and protocols.

• Ensures IRC and donors guidelines, SOPs and policies are always followed (Procurement of medicine and pharmaceutical specification in coordination with SC, distribution environmental safety guidelines in drug management)

• Maintain regular meeting and discussion Supply chain, program, and field staff to ensure set forth procedures regarding warehouse and drug/pharmaceutical managements are respected and complied.

Staff Management:

• Identify staffing and or skill gaps with warehouse, pharmacists and storekeeper and see that these gaps/needs are filled on the job training/orientation are provided.

• Provide feedback through regular performance evaluations on bi-weekly or monthly basis to SC Co and DDO.

• Ensure that any staff discipline follows a progressive methodology that provides for clear and structured improvement.

Deliverables

– Visit field sites and ensure there is a clear plan per field site for follow up and action

– Spot checks must result in documented actions, agreed with SC and Field leadership

– Work with programs to complete distribution plans and ensure they are followed up and updated

– Participate in weekly/bi-weekly drug management progress meeting and provide pharma delivery and status update to DDP/DDO/Regional, health and other team.

– Work closely with Health team on all local and international pharma order-stock pre-positioning and keep follow up and feedback mechanism for actions taken with stakeholders

– Document capacity gaps in pharma management/staffing and flag them for an action to SC Co/DDO/DDP

– Ensure handover report within 1 week of departure.

Requirements:

• Bachelor’s Degree in in pharmacy/drug management or similar fields and MBA is preferable

• At least 3-5 years progressive experience in managing logistics in emergency, manging warehouse/pharmaceutical and medicine with UN-INGOs and any other Intl humanitarian organizations.

• Experience working with donors including USAID, OFDA, BPRM, UNHCR, DFID, ECHO, SIDA, SV, EU/EC and Knowledge of specific donor guidelines.

• Field experience of managing a large multi-site Medical Supply Chain Operation and an international work experience in multiple countries preferable

• Solid knowledge and understanding of practical Emergency and Medical Supply Chain procedures and maintaining supply pipelines in areas with weak infrastructure.

• Experience in mitigating risk of fraud

• Strong organizational, interpersonal and communication skills.

• Strong analytical skills and computer competency with word processing, spreadsheets, databases, and other IT skills.

• Possess leadership qualities and willing to exercise initiative.

• Strong work ethic and pro-active problem solver.

• Willingness to participate, contribute and lead the team under challenging working and living conditions.

• Spoken and written English fluency preferably with command of Pashto and Dari.

Standards of Professional Conduct: The IRC and IRC workers adhere to the values and principles outlined in IRC Way – Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances