INTERSOS is an independent humanitarian organization that assists the victims of natural disasters, armed conflicts and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.

Terms of reference

Job Title: PHARMACY REFERENT

Code: SR-00-9611

Duty station: 60% field, 40% HQ/home based

Starting date: 01/01/2025

Contract duration: 12 months

Reporting to: Head medical unit

Supervision of: Country Pharmacist, pharmacy manager

Type of Duty Station: Non-family duty station

General context of the project

INTERSOS is an International Humanitarian Organisation based in Rome. The organisational structure comprises the general director’s office, the Departments of Programmes, Finance, Logistics/ICT, Fundraising/Communication, Human Resources, and the Internal Audit office. INTERSOS is operational in 23 countries with over 2500 national and international staff worldwide.

INTERSOS assists the victims of natural disasters, armed conflicts, and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.

The present organisational structure of INTERSOS Programs Department is made of a team of one Director of Programmes, Regional Directors, Deputy Regional Directors, a Protection team, and the Medical Unit. The medical unit is composed by an head of medical unit, 2 medical advisor and 1 pharmacy referent.

General purpose of the position

Oversee the quality and organization of the medical supply process in collaboration with the logistics and supply department, ensuring effective management of medical stock across various missions. Work closely with both mission teams and HQ medical and logistics departments to ensure the correct use of medicines and medical materials in line with INTERSOS policies and protocols (primarily SOP37 and SOP39), as well as national and international regulations. This role supports the delivery of quality medical care to patients and their communities.

Main responsibilities and tasks

• Collaborate with the missions medical teams contributing to discussions on the running of missions and the definition of objectives. Participate in planning and setting-up of new pharmacies in the countries and in support of the missions, overview the drawing up and revision of the pharmaceutical budget. Travel to the different missions to supervise and monitor activities linked to the pharmacy
• Provide technical support to the Country Pharmacist on pharmaceutical issues (opinion on legislation, pharmacological information, etc.) and overview the sharing of relevant information to the medical team (clinical information, use of medicines, side effects, adherence, etc.). Support the Country pharmacist in defining, organizing and managing the stock pre-positioned in the capital and in ensuring information flow to the other members of the team concerning stock levels, pharmacy management and prescriptions
• Ensure the collaboration of the Country pharmacist with the Medical Coordinator and the Logistics Coordinator to guarantee the existence and smooth running of supply processes for medicines and medical materials in the mission. In the event of local purchases, guarantee adherence to INTERSOS recommendations and the information circuits to be followed. Overview rational use of medicines and pharmaceutical products (prescriptions). Ensure appropriate support from Pharmacy Manager to effective collection of data for monitoring and surveillance of optimal quantity and quality of medicine use, follow up of pharmaceutical care plans, patient counselling, good dispensing practices and safe medication practices
• Overview that in collaboration with the Logistics Coordinator, is ensured the good distribution and storage practices for pharmaceutical projects, including proper cold chain management and maintenance and transport conditions. Ensure that missions pharmacies are organized and managed properly and that the drugs management are in line with international and national legislation, enabling the traceability of products. Guarantee that donations and destruction of expired medicines are in conformity with international and national procedures, as well as the emergency stock and emergency boxes
• Guarantee the collaboration of the Pharmacists with the logistics teams for the customs clearance procedures of medical orders, and with the Medical Coordinators to consolidate, plan and monitor medical orders (including budgeting with the finance and logistics teams) and to obtain import authorisations from the national authorities
• Contribute to the analysis of performance indicators and of medical reports, analysing consumption statistics, monthly data and any other data and indicators. Supervise the system for checking alignment between consumption and prescriptions and for collecting and analysing information relating to undesirable side effects of medicines and medical
• Support the Country Pharmacist in collaborating with the HR department to plan, define and size the health-workforce in the mission and supervising the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication). Overview that the HR Managers ensure that new staff members hired are given a proper explanation of their role and information on the mission general and specific objectives and activities linked to the pharmacy. Organise and lead regular meetings with Country Pharmacist
• Support in the implementation/revision/update of INTERSOS pharmacy management SOP in order to ensure the respect of the international standard through the application of the guidelines
• Assess, review and train the staff on the global pharmaceutical indicators to ensure the quality of the pharmaceutical items, consumables and medical equipment purchase of the health programs
• In collaboration with Logistic department and Medical Unit support the integration of the Inventory Management System in mission when applicable
• Prepare the process of donation, destruction and disposal of drugs according to donor regulations
• Support and coordinate with Logistics department for the implementation of environmental policies regarding the waste management and disposal of pharmaceuticals items, consumables and medical equipment
• Mapping and identify all sectorial sub cluster or fora related to pharmacy management and supply and participate as INTERSOS representative
• Represents INTERSOS with QUAMED and actively participates in QUAMED meetings
• Support the kickoff of the process of local suppliers assessment and provide feedback to the dossier prepared by the mission according to INTERSOS regulation and validate the needs assessments from various missions, ensuring alignment with the scope, actual needs, and stakeholder requirements. Support the validation process for evaluation grids to maintain consistency and accuracy across assessments.

Required profile and experience

Education

• Advanced university degree in pharmacy

Professional Experience

• Minimum 2 years relevant work experience in the humanitarian context
• Minimum 2 years of related work experience in quality assurance or quality control of pharmaceuticals or regulatory authority experience of medical devices/health products or health technologies is required

Professional Requirements

• Essential computer literacy (word, excel and internet)
• Understanding of humanitarian operations principles, standards and best practices
• Strategic vision
• Leadership and planning
• People management and development
• Behavioural flexibility
• Commitment to INTERSOS principles

Languages

• English and French mandatory, Spanish desirable

Personal Requirements

• Flexibility