Pharmacy Logistic Support Advisor at Trust AIC Foundation (TAF)

Job Description

The Pharmacy Logistics Support Advisor is responsible for providing strategic leadership and direction in the forecasting, quantification, transportation, storage and management of Medical supplies in the Soroti Region; working closely with Medical Access Uganda Limited (MAUL), National Medical Stores (NMS), National Tuberculosis and Leprosy Program (NTLP), the District Health Office and Ministry of Health Regional Performance Monitoring Teams. S/HE also provides technical support to the procurement teams for procurement of pharmaceuticals, medical devices and related equipment.

Key Outputs
• Proper operation of Medical Stores for medical supplies in the Cluster Area,
• Up-to-date records using the WAOS system maintained;
A healthy and safe work environment in the Medical Stores ensured;
• World Health Organization (WHO) standards for temperature, humidity and light exposure in the warehouse ensured;
• Timely quality reports and/or related deviation reports are compiled and submitted;
• Proper recording of medical supplies received ensured;
• Monitoring and reporting of compliance for Medical Supplies conducted.
• Regular checking-up of medical supplies in the Medical Store conducted

Key Duties and Responsibilities
• Proper operation of Medical Stores for medical supplies including placing the orders, receipt, storage and distribution to all Health Centers in the Cluster Area,
• Maintaining up-to-date records using the WAOS system in accordance with relevant schedules, policies, processes, standard operating procedures and instructions;
• Ensure a healthy and safe work environment by implementing and upholding hygiene, security procedures, safety, and standards of practice in the Medical Stores;
• Ensure that temperature, humidity and light exposure in the warehouse is in accordance with the requirements of the products, in particular ascertain that the cold chain is functioning, maintained, calibrated and storage conditions are according to the World Health Organization (WHO) standards as well as satisfying national regulations;
• Ensure that quality reports and/or related deviation reports are compiled and submitted in time with necessary documents as required;
• Ensure proper recording of medical supplies received;
• Work with the DHTs in monitoring and reporting of compliance including but not limited to receiving, storage, picking, packing, loading, off-loading and dispatch of medical supplies, stock level, batch management, dormant medication or medication with a shelf life less than six months, follow up on any damaged or expired stock and destroyed material and subsequent destruction thereof.
• Work with the DHTs to ensure regular checking-up of medical supplies in the Medical Store and alert the Pharmacy Logistics Support Advisor as required to avoid stock out situations and ensuring proper timely replenishment.
• Represent TAF (AIC) and acts as point of contact for local governmental and official bodies (such as Ministry of Health and Pharmacists’ Council), legal, third-party insurance companies, pharmaceutical inspection, and audit situations relating to management of medicines and medical supplies.
• Obtain necessary approvals of all pharmaceutical and medical supplies from the Ministry of Health, including scrutiny of transportation documents and authenticating official letters or technical reports in the process and keeping records of medical approvals.
• Sign all documents using her/his pharmacy license for TAF (AIC)-supported sites in the Cluster areas as may be required by MOH and the Pharmacy Council.
• Work with the DHTs to manage and conduct Pharmaceutical Control Inspections of medical supplies at their storage areas, including physical attendance and collection of inspected files.
• Work with the DHTs and Regional Performance Monitoring Teams (RPMT) to mentor and coach health facility teams on forecasting, quantification, and logistics and supply chain management.
• Follow up with the Procurement and Logistics Unit Regional team to ensure timely procurement, transport and delivery of medical supplies to the districts and health facilities in the Cluster Area.
• Provide technical support to the procurement teams in the districts for procurement of pharmaceuticals, medical devices and equipment.
• Perform any other duties as may be assigned by the Prevention, Care and Treatment Manager.

PERSON SPECIFICATIONS: Pharmacy Logistics Advisor Minimum Academic Qualifications:
• Diploma in Pharmacy/ Dispensing
• Degree in Pharmacy will be an added advantage
• Training in Forecasting, Quantification and Logistics and Supply Chain management is desired
• Comprehensive knowledge of Antiretroviral therapy and HIV/AIDS treatment guidelines
• Knowledge of MS Office Applications
• Possession of a valid license to practice Pharmacy in Uganda

Required Experience and Skills:
• At least 5 years of experience in pharmacy services, one of which should have been in administration and management of the medical supply chain operations;
• Experience in the use of computers and an understanding of their use in inventory management and health Applications.
• Good command of written and spoken English
• Ability to establish and maintain effective working relationships with others in team working environment;
• Excellent communication and negotiation skills, sound judgment and demonstrated problems olving skills;
• Ability to use the computer especially programs used by WAOS;
• Knowledge and skills in basic supply and financial procedures.
• Knowledge of pharmaceutical laws and regulations;
• Knowledge of accounting, storekeeping and supply procedures;
• Knowledge of National Drug Authority (NDA) and World Health Organization (WHO) guidelines in quality assurance of medicines and medical supplies.