Pharmacy Assistant

ORGANIZATIONAL OVERVIEW   

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, civil society, gender, youth, research, and technology– creating a unique mix of capabilities to address today’s interrelated development challenges. FHI 360 serves more than 70 countries, all 50 U.S. states, and all U.S. territories. FHI 360’s Crisis Response team has been responding to the humanitarian emergency in Tigray, Amhara, Afar, Somali Regions through an integrated Health, Nutrition, WASH, and Protection project to meet the critical needs of the conflict-affected population. FHI 360 Crisis Response team has also expanded its humanitarian response to the Oromia Region, with operations based in Negele Borena, to support affected communities.

Summary of the position:

Under the supervision of the Senior Pharmaceutical Officer, the pharmacy assistant will support health and nutrition programming in the catchment health facilities of Lalibela and Sekota field office. He/she will manage both medical and non-medical warehouses and carry out daily activities related to pharmaceutical and non-pharmaceutical inventory. Responsibilities include receiving pharmaceuticals and non-medical items, storing them according to established guidelines, issuing them to health facilities, and monitoring their proper utilization. He/she will maintain accurate records of receiving, storing, and dispatching medical and non-medical items in line with FHI 360 protocols. The Pharmacy assistant will work closely with the logistics team to ensure proper dispatching and distribution practices are followed for all items. He/she will travel to health facilities to conduct supportive supervision, assess facility needs, and collect data related to pharmaceutical availability and consumption. The assistant will also collaborate with RHB/ZHD/Woreda HO pharmacy professionals to ensure consumption is being tracked and to support improvements in pharmaceutical supply chain management within health facilities. Additionally, he/she may assist the logistics team with related activities.

Principal Duties and Responsibilities:

• Manage medical and non-medical warehouses.
• Maintain the proper condition of medical and non-medical warehouses, including temperature control, organized layout, and hygiene.
• Ensure that all incoming goods meet the requested specifications and that Goods Received Notes (GRNs) are prepared in a timely manner.
• Receive incoming items, store them according to established guidelines, and distribute them to health facilities.
• Ensure the store is arranged to allow clear identification of all items, with goods stacked in a logical sequence and labeled appropriately.
• Ensure proper cold chain management throughout the entire cycle.
• Monitor stock levels in relation to alert thresholds, stockouts, expiry dates, and medications set to expire within six months.
• Coordinate the loading and unloading of goods during arrival and dispatch.
• Prepare periodic inventory reports and perform stock reconciliations, ensuring any variances in stock levels are promptly communicated to the line manager.
• Participate in regular physical inventory counts.
• Ensure proper handling of expired and/or damaged products.
• Pack shipments according to transport type; label freight with destination, number of packages, waybill, weight, and transport mode; and assign shipping numbers as directed by the line manager.
• Generate monthly warehouse report.
• Maintains accurate records of receiving, storing, and dispatching medical and non-medical items at the warehouses, in accordance with FHI 360 protocols (both paper and electronic records).
• Keep records of serious untoward incidents such as drug errors, poor quality, or expired drugs, as requested by the line manager.
• Maintain records of drug consumption and stock levels.
• Provide regular updates on item inventory to the program team.
• Update all warehouse files in a timely manner, prepare a monthly report on the management of medical and non-medical items, and share it with the line manager.
• Travel to health facilities to conduct supportive supervision, to assess the pharmaceutical and training need of health facilities and to collect data related with pharmaceuticals availability and consumption. Expected to participate in data collection towards indicators.
• Coordinate with the logistics department on item orders, buffer stocks, and timely distribution to field sites.
• Follows established departmental policies, procedures, and objectives; continuous quality improvement goals; and safety and environmental standards.
• Ensure the effective and efficient use of all FHI 360 resources to minimize costs and maintain workplace safety.
• Performs miscellaneous job-related duties as assigned by the Health and Nutrition team or Logistics team, provided these activities do not interfere with routine work tasks.
• Perform other duties as assigned by the line manager.

Applied knowledge & skills:

• Proficiency with database management software and on-line search tools required.
• Has sensitivity to cultural diversity and understanding of the political, contextual, and ethical issues in assigned areas.
• Articulate, professional, and able to communicate in a clear, positive manner with clients and staff.
• Excellent oral and written communication skills.
• Excellent organizational and analytical skills.
• Demonstrated proficiency with using Microsoft Office Suite required.
• Ability to analyze and interpret data, identify errors, and prepare reports.
• Ability to solve problems and implement corrective action as needed.
• Must be able to read, write, and speak fluent English.

Problem Solving & Impact:

• Works on problems of moderate scope that require analysis or interpretation of various factors.
• Exercises judgment within defined procedures and practices to determine appropriate action.
• Builds rapport with internal and external staff.
• Decision may affect a work unit or area within a department.

Education:

• degree in pharmacy.

Experience:

• Minimum 2 years of experience working as a pharmacist.
• Previous experience working with donor funded programs especially USAID/BHA a plus. 
• Previous Experience working with a humanitarian organization is advantageous. 
• Ability and willingness to travel to the program implementation sites and stay in the field.
• Current, active professional registration as a licensed pharmacist in Ethiopia with no restrictions. 
• Ability to work in an environment where there are physical discomforts associated with change in weather or security. 
• Excellent inter-personal, communications and representative skills (written, oral, cross-cultural).
• Outstanding knowledge of MS Office and pharmaceutical databases.
• Excellent communication skills in the local language, working knowledge of English

Technology to be Used:

• Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.