MEDICAL STOCK MANAGEMENT REFERENT

Médecins Sans Frontières Spain/ MSF-OCBA (Operational Centre Barcelona Athens) is looking for a,

MEDICAL STOCK MANAGEMENT REFERENT (BASED IN OCBA MIDDLE EAST UNIT- AMMAN)

GENERAL CONTEXT

Médecins Sans Frontières is an international independent medical-humanitarian organization, which offers assistance to populations in distress, to victims of natural or man-made disasters and to victims of armed conflict, without discrimination and irrespective of race, religion, creed or political affiliation.

MSF is a civil society initiative that brings together individuals committed to the assistance of other human beings in crisis. As such MSF is by choice an association.

Each individual working with MSF does it out of conviction and is ready to uphold the values and principles of MSF.

The MSF movement is built around six operational directorates. MSF OCBA is one of those directorates. The operations are implemented by field teams and the mission coordination teams; together with the organizational units based in Barcelona and decentralized in Nairobi, Dakar and Amman. The field operations are guided and supported by 5 Operational Cells, the Emergency Unit and other departments supporting operations, including the Logistics & Supply Chain Department.

GENERAL OBJECTIVE AND JOB ENVIROMENT

The Supply Chain Unit is part of the Logistics and Supply Chain department and consists of supply chain and pharmacy professionals supporting the missions of MSF OCBA regarding their supply chain. The unit comprises a diverse expertise, to ensure that it can support all different aspects of MSF´s supply chain: a group ensuring supply chain support for regular missions, a referent ensuring supply chain support for emergency interventions, and a group ensuring medical stock/pharmacy management support for both regular missions and emergency interventions. The focus of the unit is to ensure appropriate support and guidance to MSF OCBA´s missions regarding their supply chain (including medical stock management), in collaboration with other relevant departments/units (operations, medical, logistical, financial), while working as one team between HQ and field. Besides operational support, the unit has a constant focus on continuous improvement, smart climate goals, field staff empowerment and is involved in a project working towards implementation of a new supply chain system.

The Referent on Medical Stock Management is based in any MSF-OCBA Hub as part of the Logistics and Supply Chain Department of MSF OCBA and is accountable to the Medical Stock Management Co-ordinator. The main objective of the position is to monitor and support 5-10 missions of MSF OCBA regarding their pharmacy/medical stock management, while being functionally responsible for the mission pharmacists in those missions. Apart from that, he/she leads or participates in (non-mission specific) efforts related with supply chain & pharmacy management & quality related optimization, IT system development and functional ownership, as well as development of pharmacy management procedures, trainings and the HR pool. 

MAIN RESPONSIBILITIES AND TASKS

MEDICAL STOCK MANAGEMENT

0/ Scope of topics

• Medical stock management/warehousing
• Mission internal distribution
• Planning & Forecasting
• Emergency management
• Product selection & advice (within MSF OCBA standard list)
• GDP/GSP compliance
• Medical items consumption follow-up
• Importation procedures & constraints
• Application and update of procedures & guidelines
• Development and use of management IT tools
• Organizational set-up at mission level
• Performance management and continuous improvement

1/ Field support & monitoring

• Technical and management support to & monitoring of portfolio of 5-10 missions; monitoring based on regular feedback cycles according to standardized methodologies, and specific data based analysis
• Functional responsible for 5-10 missions pharmacists (e.g. in missions of mentioned portfolio)
• Addressing of overall progress and issues, and advising towards the Medical Coordinator (mission level), and the Medical Advisor (operational cell level).
• Detailed technical support in terms of validation of physical inventories and product selection/consumption revision for medical international order formulation
• Promotion/reinforcement of MSF OCBA pharmacy/medical stock management procedures
• Support regarding recruitment of Mission Pharmacists: for expats obligatory, for national staff optional based on request of HR mission/cell. Types of support: participation in interviews, facilitation of technical tests
• (De-)briefing with Mission Pharmacists, Medical Co-ordinators, and other colleagues involved with mission pharmacy management
• Field visits: 2-3 times/year

2/ Optimization of MSF OCBA’s medical supply chain

• Definition of optimization priorities, and leadership of/participation in optimization projects. This as joint effort with other Supply Chain Unit team members and depending on the topic colleagues from other departments (operations, medical)
• Data based analysis with the aim of identifying improvement potential

3/ Systems - functional ownership and development (depending on division of tasks between referents)

• Functional ownership of medical stock management IT tool (or representation of OCBA in the case of intersectional tools), and involvement in new developments
• Support in development of new IT solutions and systems

4/ Procedures and training (depending on division of tasks between referents)

• Definition/update of MSF OCBA pharmacy/medical stock management procedures
• Providing training for persons in charge of managing medical stocks/pharmacies in missions, as well as Medical Co-ordinators and Project Medical Responsibles
• Development of trainings regarding pharmacy management for MSF OCBA, and collaboration/participation in the development of international pharmacy management trainings
• Participation in the Organization of Pharm & Supply Week

5/ HR

• Monitoring of pharmacy management positions (field & co-ordination level) in collaboration with pool managers  and Collaboration with HR in the recruitment of pharmacist in OCBA expats pool.
• Revision of pharmacy related job profiles (OCBA specific content, in collaboration with HR dept)

COLLABORATION & COMMUNICATION LINES

• With colleagues in the Supply Chain Unit regarding methodology, managing support regarding entire mission portfolio and supply chain optimization
• With colleagues from operations regarding field support: Supply and Pharmacy Management responsibles and Medical Co-ordinators (at mission level), Medical Advisors at cell level
• With colleagues from medical department regarding OCBA standard list, missions requests for non-standard items, GDP/GSP procedures, quality issues, consumption analysis, specific product related questions, importation constraints and procedures.
• Intersectional: participation in intersectional platforms, improvement efforts and functional ownership of medical stock management related IT tool

SELECTION CRITERIA

Education and experience

• Degree as Pharmacist        
• Minimum 5 years’ experience in pharmacy management
• Experience with stock management, supply chain, GDP/GSP, people management & coaching
• Asset: experience in humanitarian sector/MSF
• Fluent written and spoken English. Additionally, French, Spanish and/or Arab would be an asset

Competencies

• Commitment to MSF’s Principles
• Cross-cultural Awareness
• Behavioural Flexibility
• Analytical Thinking
• Strategic Vision
• Results and Quality Orientation
• Service Orientation
• Initiative and Innovation
• Teamwork and Cooperation

others

• Stress Management
• Planning and Organizing
• Security Awareness and Management
• Networking and Building Relations

Conditions

• Position based in MSF OCBA Middle East Unit- Amman
• Occasional visits to the field (2/3 times per year)
• Contract duration: till end of dec 2025 ( Gap filling).
• Annual Gross Salary: level HQ-4A (divided in 12 monthly payments) + secondary benefits based on MSF OCBA Reward Policy. Subjected to local conditions.
• Starting date: April 2025.

HOW TO APPLY

To apply, please submit your CV and cover letter

Closing date: 1st of Feb 2025 23:59 CET (Central European Time)

MSF is committed to achieving workforce diversity in terms of gender, race, nationality, and culture. Individuals from minority groups, indigenous groups and persons with disabilities are encouraged to apply. We are committed to achieving a balanced gender distribution and therefore encourage women to apply.

All applications will be treated with the strictest confidence. MSF provides a work environment that reflects the values of gender equality, teamwork, integrity and a healthy balance of work and life. MSF does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment and discrimination. All selected candidates will, therefore, undergo reference checks.

Médecins Sans Frontieres, as a responsible employer, under article 38 of “Ley de Integración Social del Minusválido de 1982 (LISMI)” invite those persons with a recognized disability and with an interest in the humanitarian area to apply for the above-mentioned position.