• Receiving orders and deliveries, identifying potential disparities against cargo manifest or others and reporting them, and stores materials in accordance with the system in force, in order to ensure continuous availability. It includes:

• Ensuring good storage conditions of all medical items in the pharmacy in accordance with pharmaceutical standards in order to ensure continuous availability.

• Ensuring correct fill in entries on the stock cards and software.

• Carrying out or participating in regular inventories including EPREP stock.

• Following up stock levels with regards to alarms thresholds, stock out, expiry dates and drugs to expire in the following 6 months.

• Preparing orders of the different consumption units (departments, wards, others), ensuring proper packaging and dispatching and reporting any anomalies or changes in consumption patterns to the Pharmacy Supervisor. Informing Pharmacy Supervisor as soon as stock reaches alert limit.

• Controlling warehouse facilities in order to ensure materials are kept in good keeping conditions, it includes:

• e.g. Monitoring temperature in the warehouse and ensuring that products requiring cold chain are suitably stored and transports received, stored, and prepared and transported appropriately according to MSF Supply and Cold Chain protocols.

• Ensuring cleanliness of premises (stock pharmacy) and in close collaboration with the logistics department, maintaining refrigerating equipment.

• Controlling warehouse limits access to authorized personnel and ensuring doors and other exits are secured. Immediately inform the line manager of any problems arising in the course of the work, particularly with regard to damage, loss, attempted break-ins or theft in the warehouse.

• Ensuring that items to be quarantined (on-going quality alerts) or to be placed in quarantine zone (batch recalls, expired or damaged items) are removed from the stock and safely locked.

• Following up stock levels with regards to alarms thresholds, stock out, expiry dates and drugs to expire in the following 6 months. Prepare reports and pass it to the Supervisor.

• Verify pharmacy access is secure

• Ensure only authorized personnel can enter.

• Check doors/exits are locked, and security procedures are intact.

• Ensure general cleanliness of pharmacies, no blocked aisles/shelves, no visible damage of items

• Confirm pharmacy equipment status, e.g. fridges/refrigeration units are operational (as applicable), temperature monitoring devices/logs are functional

Daily receipt of deliveries

• For each incoming delivery:

• Receive and verify waybill

• Compare deliveries to Waybill

• Check batch numbers, expiry dates, presentation (formulation), and quantities.

• Identify and report discrepancies, shortages, damaged items, wrong batches, incorrect quantities.

• Immediately report issues to Pharmacy Supervisor and/or Pharmacy Manager depending on local workflow.

Stock system update

• Ensure correct filling and entries on stock cards.

• Update stock status right after receipt of drugs and medical supplies.

Storage and organization

• Maintain pharmacy organization by FEFO/expiry, and correct product grouping

• Correctly labelling of pharmacy shelves, bins or zones

• Ensure correct storage conditions by maintaining required temperature/humidity conditions.

• For cold chain items, ensure they are placed in suitable cold chain storage

• Monitor temperature daily

• Record temperatures in the log (and execute remedial action if out of range).

• Follow-up on cold chain equipment

• In collaboration with logistics, ensure refrigerating equipment is maintained and functional.

• Escalate cold chain problems, i.e. If temperatures are breached, fridges fail, or alarms occur, inform line manager immediately and follow escalation procedure.

Stock level follow-up (daily/continuous)

• Prevent stock-outs by identifying potential imminent stock-outs and raise them early to Pharmacy Supervisor/Pharmacy Manager

• Monitor expiry dates and take action via FEFO arrangements.

• Monitor stock rotation

• Ensure FEFO practice at storage locations and before dispensing/dispatch.

Preparing dispatches / orders to consumption units

• When orders are prepared pick correct items, correct product, strength, form, batch, and expiry (FEFO).

• Ensure proper packaging to preserve stability/security (especially for cold chains or temperature-sensitive items).

• Dispatch and document, ensuring that dispatch records are completed and match what was requested.

• Report on any anomalies changes in consumption

Quarantine management (ongoing quality alerts + recalls + damaged items)

• Identify quarantined items including expired/damaged items, batch recalls, or any “quality alert” stock.

• Move to quarantine zone immediately by physically removing from active stock.

• Safely lock and control access and ensure that quarantine stock cannot be issued by mistake.

Inventory activities

· Participate in scheduled or routine inventories

· Support regular inventories including EPREP stock when scheduled.

· Ensure pharmacy is audit ready.

· Keep storage organized, labeled, and documentation consistent to ease stock counts.

Cleanliness and warehouse upkeep

· Maintain cleanliness of premises

· Keep stockroom clean to prevent contamination/pests.

• Desirable previous experience in MSF or other NGOs in developing countries.

• Teamwork and Cooperation L1

• Behavioural Flexibility L1

• Commitment to MSF Principles L1

• Service Orientation L1

• Stress Management. L2