PHARMA MANAGER FOR THE EMERGENCY UNIT POOL
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Do your skills and experience not precisely match the requirements? MSF-OCBA is an organization committed to promoting diversity and equity by providing equal access to professional opportunities. We understand that women, people of colour, indigenous individuals, members of the LGTBI+ community, and other underrepresented groups often hesitate to apply for employment if they don't meet all the requirements. At MSF-OCBA, we strive to create a diverse, inclusive, and genuine workplace. Therefore, if you're interested in this position but your experience doesn't align perfectly with the selection criteria, we encourage you to apply anyway. You might be the ideal candidate for this or other positions.
GENERAL CONTEXT OF THE POSITION
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 five operational directorates supported by MSF’s 24 sections, 24 associations and other offices together worldwide. 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, Athens 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.
GENERAL OBJECTIVE
The “Emergency Team”, or emergency pool of MSF OCBA is composed of around 20 people. A typical intervention is composed of a General Emergency coordinator, emergency medical/logistic/financial coordinators and medical/logistic/financial technicians.
Together, the emergency team define, coordinate, and monitor all pharmacy related activities in the Mission, according to MSF standards and values. Ensure the quality and proper organization of the medical supply processes, procedures, and protocols. In collaboration with the medical coordinator, guarantee the proper management of the medical stock in the projects, including the correct use of medicines and medical material.
Following the duties outlined below, the emergency pharmacy manager will contribute to develop the expertise of OCBA by contributing to the operations and attend to the specific pharmacological dossiers assigned to him/her.
KEY RESPONSIBILITIES
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Set up the pharmacy system inside the missions ensuring the proper implementation of MSF safety standards and waste management protocols. Follow national and international legislation, to ensure the quality of the service given to the population and the accurate handling of drugs and products, including its proper disposal, in terms of hygiene and security.
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Support the HoM and MedCo in representing and defending MSF’s interests before the Ministry of Health and other local authorities or local suppliers for any issue concerning pharmaceutical supply.
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Ensure a close follow up of the National Drug Supply particularly in projects where MSF is working in conjunction with MoH. Collaborate in budgeting and preparing drug and other medical material orders together with Medical and Logistic Coordinators.
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Set-up the medical warehouse regarding procedures, operations and stock management.
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Support the Medical Coordinator regarding the evaluation of needs for EPREP and planning and maintenance of medical emergency kits.
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Define and put in place all drug, medical material and supply processes and assure its overall efficiency and effectiveness.
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Together with the Medical Coordinator take corrective decisions when necessary and provide technical pharmacy support regarding pharmaceutical information, medication use (protocols and rational drug use), management of side effects, adherence issues etc.
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Monitor the procurement process and take corrective measures when needed, ensuring regular communication with Medical, Logistics, HR and Finance departments regarding Medical Supply and Pharmacy Management.
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Responsible for the correct maintenance of all drugs and equipment in the pharmacies and the appropriate storage, management and supply of narcotic and psychotropic medication with respect to national legislation, permitting traceability for these specific products.
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Facilitate correct stock management and transport/storage procedures, to ensure the availability of stock in all projects and to avoid expiries/overstocks and stock-outs. Including supervising inventories and in collaboration with the Logistics department, overseeing storage conditions, classification, organization and inventory,
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Is responsible for the follow-up of loans/donations and management of expired items, according to MSF procedures (and national legislation in case of expired drugs).
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Plan and supervise, in close coordination with the HR department, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff involved in pharmacy management activities in order to ensure both the team sizing and the required level of knowledge.
Specific response to emergencies:
When starting new interventions, the Emergency Pharmacy Manager:
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Participates in the identification/definition of needs in terms of medical supplies and in the initial procurement process (either International Medical Orders and/or local procurement),
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Plans and organizes the mission supply system: internal ordering and distribution process, stock management and storage at project and mission level, consumption follow-up system, together with monitoring systems to follow-up possible deviations from forecasted consumptions, with the aim of providing drugs and material quickly and safely to the new projects. All this, through the implementation of standard tools (stock-cards, consumption follow-up, Isystock, etc.).
In general:
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Follows up international medical orders and contributes to the creation of orders based on estimations of needs with the medical team combined with historical data.
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Follows the local purchase policy to ensure timely and safe procurement of items needed urgently including swiftly and effectively completing market assessments and communicating in a timely manner with HQ to process the validations ASAP.
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Provides support to logistics, medical & financial emergency coordinators for order creations, stock updates, expiry dates, consumptions, expenses, budgets, etc.
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Identifies the best methods to ensure enough stock in the projects and safe stock rotation.
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Organizes the medical stock and provides support to logistics and supply staff for adequate storing, packing and pharmacy management
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Ensures the necessary measures to avoid theft or any type of damage to MSF properties
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Ensures accurate recording, use of pharmacy management tools & inventories correctly.
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Participates in elaboration of reports including monthly reports and handovers to mission pharmacists.
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Reports on regular basis to Emergency Medical coordinator in the progress and constraints on the pharmacy operations.
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Works closely with the support personnel in HQ (TESAUE support & Pharmacy Supply Unit referent) to provide both new and existing projects with a fast response to pharmacy needs required in emergencies and proper follow-up of existing stock management.
SELECTION CRITERIA
Education and experience
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Essential Pharmacy degree / Pharmacy management diploma. Desired Master level in Pharmacy.
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Essential two years’ experience in (hospital) pharmacy management.
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Previous experience with MSF or other NGOs in emergency contexts.
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Experience in setting up medical supply systems in emergencies will be an asset.
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Essential computer literacy (Word, Excel).
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Desired knowledge of “Isystock” and MSF-OCBA standard pharmacy management tools.
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Languages: Full proficiency in English required; other languages valuable (French, Spanish, Arabic are a plus).
CONDITIONS
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Position based in field during interventions.
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Duration of position: Permanent. Minimum commitment of 1 year.
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Full time job.
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Annual gross salary: Salary defined by the MSF-Spain salary grid: IRFFG level 11 (pool UE conditions, IRP2).
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Starting date: ASAP.
HOW TO APPLY
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To apply, please submit your CV and cover letter.
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Closing date: 28th October 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 Frontières, as a responsible employer, under the¨Ley General de la Discapacidad de 2013 (LGD)¨ invite those persons with a recognized disability and with an interest in the humanitarian area to apply for the above-mentioned position.