Supervisor, Pharmacy Stores, PSCMD - Main Pharmacy Warehouse at Aga Khan University Hospital

Job Purpose

• To effectively and efficiently manage inventory levels and re-order points in the main PSCMD Pharmacy warehouse.
• Ensure quality, Pharmacy board regulations and efficacy of the medication is monitored and maintained at all points. 
• Ensure continuity of supplies by close monitoring of stock movement and levels and by also appropriately planning staff work schedule to achieve departmental and institutional goals and objectives.

Key responsibilities

Administration

• Oversee team operations: manage, plan and monitor attendance and duty rota efficiency.
• Ensure items received are accurately and timely posted & invoices are submitted to finance
• Ensure a slow moving inventory report is generated monthly, and shared with the all dispensing pharmacies on-campus and off campus to assist in movement of stock
• Ensure neatness and cleanliness of the Pharmacy Stores.
• No Medical Representatives/staff that doesn’t work in the store should be entertained or allowed in or near the Pharmacy Store
• Provide all reports to immediate supervisor within agreed timelines without need of follow up.
• Ensure all storage location within the stores are safe & secure
• Maintain updated and complete warehouse records, including clear record of warehouse register, goods return to suppliers, waybills, issue notes, invoices, and so on.

Quality Control

• Ensure room and fridge temperatures are checked on a daily basis, recorded & submitted on a monthly basis to the pharmacy officer.
• Verify the quality of goods received by following up on issues that have not been accepted by end users
• Items should be stacked and arranged safely, neatly and in an identifiable and traceable manner - follow the storage and handling policy
• Ensure short expiry (6 months to expiry) are kept separately on a clearly marked shelf and are moved first. Short expiry
• Ensure all medication within the stores are stored at the required temperature and humidity and this is applicable during transit to dispensing pharmacies and pharmacy production units.
• Ensure all incidences that happen within the warehouse are reported timely and as per guidelines

Inventory Management

• Ensure orders to suppliers are made timely, using reorder level reports & follow up with procurement on any delays
• Ensure invoices received are verified with LPOs. Any price differences between the invoices and LPO’s to be confirmed with procurement department prior to receiving and report LPOs not delivered before close of business.
• Responsible for ensuring overall dispatch to dispensing pharmacies and pharmacy production units is done as per SOP.
• Monitor Stock such that there are no/ justified minimal stock-outs. Ensure fill rate is 100%
• Ensure random stock take within the stores is done as required & all variances are sorted out at the point of identification.
• Conduct weekly audits in the stores to ensure monitoring & reducing of Near expiry & short expiry as well as Return to suppliers

Financial Management

• Ensure store errors from dispensing pharmacies and pharmacy production units are closed within 24hours.
• Ensure and monitor FEFO is being complied with to omit expiries.
• Monitor and identify obsolete items and subsequently facilitate return to supplier.
• Share with end user slow moving non-stock items for consumption.
• Ensure no stock variances in the dispensing pharmacies and pharmacy production units.
• Take part in quarterly stock takes and explain any variances noted within timelines provided

Coordination

• Coordinate with the purchasers to ensure on-time delivery of items requested by end users.
• Ensure all deliveries from warehouses to various dispensing pharmacies and pharmacy production unit is as per SOP.
• Share Short expiry & slow-moving list with dispensing pharmacies and pharmacy production units on a monthly basis to help move items

Continuous Education

• Ensure a good understanding of the institutional policies and all staff are trained too.
• Be up to date with pharmaceutical regulations by attending programs for continuous development.
• Ensure all pharmacy and board regulations are in place in the stores and the medication stored/supplied is of high quality and efficacy

Reporting

• Prepare reports and summarize data including spending.
• Address Pharmacy section quality concerns (ISO, JCIA, latest supply chain trends)
• Manage the Pharmacy process and continuous improvement program.
• Address Pharmacy Stores audit matters and give feedback as indicated
• Monitor the seamless flow of invoices to the documentation team
• Ensure compliance with institution policies and procedures and do regular checks on the teams reporting to me to confirm their adherence to the same.
• Generate periodic reports as necessary.

Qualifications, Experience and Skills required:

• Diploma in Pharmaceutical Technology from a recognized institution
• Bachelor’s degree/Diploma in Purchasing and Supply Chain Management or a related field will be an added advantage.
• Registered with The Kenya Pharmaceutical Association
• Valid Practicing License from the Pharmacy and Poisons Board.
•  4 years’ work experience in the field of supply chain management
• Proficiency in MS Office – MS Excel, MS word, MS PowerPoint, etc.
• Experience in Inventory Control systems
• Excellent interpersonal and communication skills; Excellent telephone handling skills
• Ability to work independently as well as in a team environment