Aga Khan University Hospitals in Karachi, Pakistan and Nairobi, Kenya are private, not-for-profit institutions providing high quality health care. The Main Hospitals serve as the principal sites for clinical training for the University's Medical Colleges and Schools of Nursing and Midwifery in Pakistan and East Africa. Our Vision of Aga Khan University Ho...

Job Purpose

To oversee people’s management, inventory management and general warehouse operations. To link Pharma warehouse and PSCMD by ensuring a cohesive ambient work environment thus providing optimal stock and inventory control mechanisms in line with policies and procedures of the department and institution at large.

Key responsibilities

Medication Management & Use Indicators and Inventory oversight

• Ensure availability of critical and essential medicines in the hospital.
• Monitor supplier pending orders and out of stock items, advise users on alternatives available, look up alternatives using the reference material LEXICOMP and on retained products from the PPB portal and advise PSCMD.
• Ensuring that there are adequate buffer stocks of DDA in the pharmacy and that they are received from the suppliers according to policy and immediately dispatched to the pharmacist at the main pharmacy.
• Working with the chemo pharmacy to ensure regular supply of cytotoxic drugs and following up the special chemo orders with a Leadtime.
• Informing users on the new additions to the formulary and ensuring supply.
• Submit report of fast moving and slow-moving items, dead stock to the chief pharmacist for review and action. Initiate return of slow-moving items back to the vendor.
• Compile reports of out of stock and back in stock items and submit to the manager PSCMD.
• Oversee incineration of expired drugs according to the hospital policy.
• Observing IPSG 3- storage of high alert medication in the stores and ensuring that all the look alike, sound alike and HAMS drugs are properly labelled before leaving the pharmacy stores.
• Monitoring of short expiry, and timely return to vendor and removal of expired drugs as per laid down procedures.

Administration

• Oversee team operations, by ensuring all assigned tasks are performed to the required standard.
• Oversee that the store adheres to the required storage conditions i.e. room and cold storage temperatures.
• Goods are arranged for FIFO (first in first out), FEFO (first expiry first out)
• Goods are stacked as per instructions from the manufacturer.
• Temperature is monitored and recorded twice daily.
• Procedure for storage and handling of hazardous materials is adhered to.
• Receiving medications from vendors and stacking of the same as per laid down policies.
• Accurate issuance of medications to pharmacy satellites

Quality Control

• Ensure drugs supplied adhere to internal/external regulatory bodies for instance PPB.
• Ensure JCIA standards are maintained and adhered to.
• Prompt update of GRN’S
• Regular random stock counts done, and records maintained.
• Expiries and short expiries are closely monitored.
• Conduct weekly random spot check on inventory at pharmacy stores, more so on stocks highly susceptible to variance.
• Ensure that expired items are disposed of as per policy.

Coordination and reporting

• Ensure stores operations are within stipulated time.
• As and when required, improve processes within the warehouse to ensure smooth operation and safe handling of stocks and inventory.
• Coordinate quarterly stock take and monitor stock reconciliation for internal satellites and outreach central store.
• Ensure both PSCMD and Pharmaceutical matters are pre informed for prompt action and if need be escalated to the chief pharmacist/managers

Qualifications and skills required.

• Diploma in Pharmaceutical Technology.
• Bachelor’s degree/Diploma in Purchasing and Supply Chain Management or a related field will be an added advantage.
• Proficiency in MS Office
• Proficiency in MS Excel
• Inventory control systems
• Minimum of 3 years’ work experience in a busy store/warehouse
• Team player with ability to independently make decisions.
• Self-starter with good team leadership skills
• Strong negotiation skills and convincing power
• Ability to resolve issues amicably.
• Good organization and administrative skills
• Must be honest and with high Integrity.

• Ensure availability of critical and essential medicines in the hospital.
• Monitor supplier pending orders and out of stock items, advise users on alternatives available, look up alternatives using the reference material LEXICOMP and on retained products from the PPB portal and advise PSCMD.
• Ensuring that there are adequate buffer stocks of DDA in the pharmacy and that they are received from the suppliers according to policy and immediately dispatched to the pharmacist at the main pharmacy.
• Working with the chemo pharmacy to ensure regular supply of cytotoxic drugs and following up the special chemo orders with a Leadtime.
• Informing users on the new additions to the formulary and ensuring supply.
• Submit report of fast moving and slow-moving items, dead stock to the chief pharmacist for review and action. Initiate return of slow-moving items back to the vendor.
• Compile reports of out of stock and back in stock items and submit to the manager PSCMD.
• Oversee incineration of expired drugs according to the hospital policy.
• Observing IPSG 3- storage of high alert medication in the stores and ensuring that all the look alike, sound alike and HAMS drugs are properly labelled before leaving the pharmacy stores.
• Monitoring of short expiry, and timely return to vendor and removal of expired drugs as per laid down procedures.
• Oversee team operations, by ensuring all assigned tasks are performed to the required standard.
• Oversee that the store adheres to the required storage conditions i.e. room and cold storage temperatures.
• Goods are arranged for FIFO (first in first out), FEFO (first expiry first out)
• Goods are stacked as per instructions from the manufacturer.
• Temperature is monitored and recorded twice daily.
• Procedure for storage and handling of hazardous materials is adhered to.
• Receiving medications from vendors and stacking of the same as per laid down policies.
• Accurate issuance of medications to pharmacy satellites
• Ensure drugs supplied adhere to internal/external regulatory bodies for instance PPB.
• Ensure JCIA standards are maintained and adhered to.
• Prompt update of GRN’S
• Regular random stock counts done, and records maintained.
• Expiries and short expiries are closely monitored.
• Conduct weekly random spot check on inventory at pharmacy stores, more so on stocks highly susceptible to variance.
• Ensure that expired items are disposed of as per policy.
• Ensure stores operations are within stipulated time.
• As and when required, improve processes within the warehouse to ensure smooth operation and safe handling of stocks and inventory.
• Coordinate quarterly stock take and monitor stock reconciliation for internal satellites and outreach central store.
• Ensure both PSCMD and Pharmaceutical matters are pre informed for prompt action and if need be escalated to the chief pharmacist/managers

• Proficiency in MS Office
• Proficiency in MS Excel
• Inventory control systems
• Team player with ability to independently make decisions.
• Self-starter with good team leadership skills
• Strong negotiation skills and convincing power
• Ability to resolve issues amicably.
• Good organization and administrative skills
• Must be honest and with high Integrity.

• Diploma in Pharmaceutical Technology.
• Bachelor’s degree/Diploma in Purchasing and Supply Chain Management or a related field will be an added advantage.