MEDICAL STOCK MANAGEMENT REFERENT (BASED IN ANY MSF OCBA HUB)

POSITION BASED IN ANY MSF-OCBA HUB SUBJECTED TO FEASIBILITIES

GENERAL CONTEXT

Médecins Sans Frontières is an international independent medical-humanitarian organization, which offers assistance to populations in distress, to victims of natural or man-made disasters and to victims of armed conflict, without discrimination and irrespective of race, religion, creed or political affiliation.

MSF is a civil society initiative that brings together individuals committed to the assistance of other human beings in crisis. As such MSF is by choice an association.Each individual working with MSF does it out of conviction and is ready to uphold the values and principles of MSF.

The MSF movement is built around six operational directorates. MSF OCBA is one of those directorates. The operations are implemented by field teams and the mission coordination teams; together with the organizational units based in Barcelona and decentralized in Nairobi, Dakar and Amman. The field operations are guided and supported by 5 Operational Cells, the Emergency Unit and other departments supporting operations, including the Logistics & Supply Chain Department.

GENERAL OBJECTIVE AND CONTEXT

The Supply Chain Unit is part of the Logistics and Supply Chain department and consists of supply chain and pharmacy professionals supporting the missions of MSF OCBA regarding their supply chain. The unit comprises a diverse expertise, to ensure that it can support all different aspects of MSF´s supply chain: a group ensuring supply chain support for regular missions, a referent ensuring supply chain support for emergency interventions, and a group ensuring medical stock/pharmacy management support for both regular missions and emergency interventions. The focus of the unit is to ensure appropriate support and guidance to MSF OCBA´s missions regarding their supply chain (including medical stock management), in collaboration with other relevant departments/units (operations, medical, logistical, financial), while working as one team between HQ and field. Besides operational support, the unit has a constant focus on continuous improvement, smart climate goals, field staff empowerment and is involved in a project working towards implementation of a new supply chain system.

The Referent on Medical Stock Management is based in any MSF-OCBA Hub as part of the Logistics and Supply Chain Department of MSF OCBA and is accountable to the Medical Stock Management Co-ordinator. The main objective of the position is to monitor and support 5-10 missions of MSF OCBA regarding their pharmacy/medical stock management, while being functionally responsible for the mission pharmacists in those missions. Apart from that, he/she leads or participates in (non-mission specific) efforts related with supply chain & pharmacy management & quality related optimization, IT system development and functional ownership, as well as development of pharmacy management procedures, trainings and the HR pool.

MAIN RESPONSABILITIES, FUNCTIONS AND TASKS

1. Field support:

• Technical support, in coordination with Pharmacy Management Responsible, to regular pharmacy reports Addressing of overall progress and issues towards the Medical Coordinator (mission level), and the Medical Advisor (operational cell level).
• Close support and follow-up of the work of staff in charge of the pharmacy management.
• Technical support in terms of selection of medical products used in the mission. For this purpose, contact/interface with medical referents and the Pharmaceutical Quality Management & ICT referent in medical department.
• Technical support on use of Isystock, including follow-up of implementation of database updates in the projects (both in terms of updated product databases as in updated Isystock versions).
• Support in terms of quality / GDP compliance.
• Support in terms of consumption follow-up.
• Supervision and revision of inventories.
• Field visits, including evaluations/audits of medical stocks management.
• Support in collaboration with Supply Referent in international orders and international orders follow up.

2. Optimization of the medical supply chain:

• Measurement and follow-up of performance indicators related to pharmacy management, including formulation of improvement priorities.
• In collaboration with colleagues in the Supply Chain Unit (other Medical Stock Management Referents, Supply Referents, Supply Chain Business Analyst, Medical Stock Management Co-ordinator, Head of Supply Chain Unit), participation in efforts and projects to optimize the MSF OCBA supply chain.
• Revision and optimization of quality related aspects of pharmacy management.
• Revision and optimization of quality of use of Isystock, as well as roll-out of new versions of Isystock and/or OCBA standard product list (originating from medical department).
• Support in development of new IT solutions and systems.

3. Training (latter three points in collaboration between medical stock referents):

• Training of the staff in charge of managing medical stocks/pharmacies (international and/or national personnel), on Isystock tool use and pharmacy management.
• (De)briefing to MedCos of the above-mentioned missions about his/her responsibility in pharmacy management (Isystock coordination, reports, analysis, statistics).
• De(briefing) to persons in charge of pharmacy management and Isystock use, on their tasks and responsibilities.
• Provide training –facilitation at the PPD courses module pharmacy management (4 times per year).
• Provide training – facilitation at the MMC courses module pharmacy management (1 time per year).
• HR: Development of trainings regarding pharmacy management for MSF OCBA, and collaboration/participation in the development of international pharmacy management trainings.

4. Performance management, field HR follow-up & intersectional forums (collaboration between medical stock referents):

• Performance: Development and update of performance indicators related to pharmacy management.
• Performance: coordination with Supply Chain Business Analyst and Medical Stock Management Co-ordinator regarding supply chain improvement priorities.
• Performance: roll-out of supply chain/medical stock management related improvement priorities in collaboration with other Medical Stock Management Referent(s).
• Performance: mid-term and annual reporting.
• HR: Follow-up of pharmacy management positions (field & co-ordination level) in collaboration with nurses, pharmacists and Medco pool managers (in collaboration with HR dept).
• HR: Revision of pharmacy related job profiles (in collaboration with HR dept).
• Intersectional: collaboration/participation in intersectional forums for medical stock management.
• Intersectional: collaboration/participation in intersectional efforts regarding further developments of Isystock and/or training manuals.

5. Meetings:

• Periodic meetings with other referents on Medical Stock Mgt regarding medical stock management and follow-up.
• Periodic meetings with other referents on Medical Stock Mgt and Supply referents regarding medical demand management.
• Periodic meetings with Medical Referents, in order to maintain a good interface between the Supply Chain unit and the Medical Department of MSF OCBA.
• Periodic meetings with HQ pharmacist regarding medical local purchase and product specific issues.
• Periodic meetings with Medical Stock Management Co-ordinator and Supply Chain Business Analyst regarding improvement priorities for MSF OCBA supply chain.
• Periodic meetings with Pharmaceutical Quality Management & ICT referent regarding priority setting for quality management in the pharmacies.
• Weekly meetings of Supply Chain Unit.
• Based on demand: participation in meetings at the level of operations cells and missions.

SELECTION CRITERIA

• Degree as Pharmacist.
• Minimum 5 years’ experience in pharmacy management.
• Experience with stock management, supply chain, GDP/GSP, people management & coaching.
• Asset: experience in humanitarian sector/MSF.
• Fluent written and spoken English. Additionally, French, Spanish and/or Arab would be an asset.

COMPETENCIES

• Commitment to MSF’s Principles.
• Cross-cultural Awareness and Flexibility.
• Analytical Thinking.
• Results and Quality Orientation.
• Service Orientation.
• Planning and Organising.
• Initiative and Innovation.
• Capacity to Negotiate.
• Teamwork and Cooperation.

CONDITIONS

• Position based in any MSF-OCBA Hub (Barcelona, MSF-Spain office delegations, Amman, Dakar or Nairobi). Final location will be subject to the employability of the preselected candidate (residency, work permit, etc.).
• Minimum commitment with the position of 3 years.
• Annual Gross Salary: level HQ-4A (divided in 12 monthly payments) + secondary benefits based on MSF OCBA Reward Policy. Subjected to local conditions.
• Starting date: October 2022.