Vacancies at Aga Khan University Hospital

Introduction

Aga Khan University Hospital, Nairobi is a private not-for-profit teaching hospital that provides tertiary and secondary level healthcare services. It is one of the hospitals in East Africa accredited by the Joint Commission International from USA. The University Hospital has been providing high quality care for the people of East Africa and beyond for over 60 years.

Responsibilities

• Receive, verify prescriptions and dispense drugs in a timely manner within approved standards and procedures.
• Contact the physician immediately for inaccuracy and illegibility in a prescription order, document errors and communicate them to the nursing and pharmacy staff
• Verify expiry dates of drugs prior to dispensing medication to patients/customers.
• Check that every label placed on the medications contains the correct patient name, drug, quantity and directions.
• Compound extemporaneous preparations and mix certain intravenous medications as per laid down procedures.
• Counsel patients on drug administration and use of devices for optimum wellness and recovery.
• Receive, return and update drug credits on the system in a timely manner.
• Deliver drug discharges to patients in the ward where applicable
• Communicate out of stock and non-stock effectively and timely to prescriber and nurse and provide alternative choice or make arrangements to order promptly.
• Comply and observe the environmental health and safety measures and regulations by proper handling, storage and dispensation of medications
• Record, monitor and update the expiry list of medications in timely manner.
• Conduct nursing floor inspections once a month for all ward stock, solutions and patient medication left behind
• Complete documentation of Interventions, Medication errors and Near Miss, Adverse events, Medication queries, Patient complaints or any other incidents and forward to relevant office
• Perform random medication checks daily and Monitor variance levels in your respective satellites.
• Compile daily satellite reports.
• Carry out regular satellite stock-take exercise.
• Report any special indicators allocated.
• Maintain and update personal drug knowledge data base to ensure accurate provision of pharmaceutical care of general disease states as well as specialized knowledge in the assigned area of expertise

Requirements

• Diploma in Pharmaceutical Technology from a recognized institution
• Practicing License from the Pharmacy and Poisons Board.
• 1 year working experience in a busy facility, preferably a hospital
• Computer literate
• Able to communicate with medical professionals
• Able to work with a team of people from various backgrounds and training
• Excellent customer service skills and empathetic to patients of all ages
• Good interpersonal skills
• Culturally sensitive
• Able to keep up with pharmaceutical developments and Continuous Medical Education programmes.

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Job Purpose

To coordinate purchasing of pharmaceutical supplies, as well as price negotiation, delivery and user support. To manage and supervise the pharmaceutical team, monitor and manage stored inventory and in-house inventory. Seek and develop new sources of supply. Prepare and manage reports and coordinate audit and quality matters as assigned.

Key responsibilities

Financial Management

• Source, select and negotiate for the best purchase package in terms of quality, prices for stock and non-stock items, terms, deliveries and services with suppliers and sub-contractors assigned.
• Analyze price proposals, financial reports and other information to determine reasonable prices.
• Evaluate suppliers based on price, quality and delivery speed.
• Evaluate and monitor contracts to be sure that vendors and suppliers comply with the terms and conditions of the contract and to determine need for changes.

Administration

• Responsible for the preparation and processing of purchase orders and documents in accordance with PSCMD policies and procedures.
• Assist in managing and following up delivery of orders.
• Meet with staff and vendors to discuss any issues arising from either side, e.g.  defective or unacceptable goods or services and determine corrective action and ensure smooth relationships between the two.
• Handle and monitor claims to Manufacturers and vendors for defectives, shortage, short expiries/LOU.
• Interview vendors and visit suppliers' plants and distribution centers to examine and learn about products, services, and prices.
• Work out contractual agreements with suppliers for price discounts and scheduled delivery.

Quality Control

• Schedule store visits and conduct competitor surveys.
• Attend meetings, trade shows and conferences to learn about new industry trends and make contacts with suppliers.
• Plan and manage inventory levels of materials and products.
• Evaluate suppliers based on price, quality, and delivery time.
• Evaluate and monitor contracts to be sure that vendors and suppliers comply with the terms and conditions of the contract and to determine the need for changes.

Coordination

• Coordinate with suppliers to ensure on-time delivery.
• Identify high value and fast-moving product lines, negotiate prices and draw contracts for fixed periods with most suitable distributor.
• Support pharmacy department with quotations and coordinate with suppliers to ensure on-time delivery.
• Monitor and co-ordinate deliveries of items between suppliers to ensure that all items are delivered to each warehouse/site/store on time.
• Monitor and co-ordinate deliveries of items between suppliers (local and regional).
• Coordinate with the FMS team in accordance with the JCIA requirements.

Reporting

• Maintain complete updated purchasing records/data and pricing in the system.
• Maintain and review records of items bought, costs, deliveries, product performance and inventories.
• Prepare reports and summarize data including spend.
• 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:

• Bachelors Degree in Supply Chain Management.
• Certificate in Pharmaceutical Technology, Laboratory Technology or Nursing will be of additional advantage.
• Membership with KISM/ CIPS or any other relevant professional body required.
• 3 years’ work experience in the field of supply chain management in healthcare institutions.
• 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.
• A Self-starter
• Strong negotiation skills and convincing power
• A willingness to travel.