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Medical Logistics Officer
CARE International in Sudan

CARE Internationl is an organization driven by its mission to overcome poverty and social injustice. CARE International  in Sudan is part of CARE International, whose vision is to seek a world of hope, tolerance, and social justice, where poverty has been overcome and people live in dignity and security.  We are known everywhere for our unshakable commitment to the dignity of people. CARE and partners contribute to the empowerment of the most marginalized and vulnerable rural women and girls to exercise their rights.

 

Photo: Youth training session in Kass, South Darfur @CARE


 Salary Range: 834- 1,210 USD
 Section/Unit: Programs & Support
 Grade Level: D
 Supervisor: Program Manager
 No. of Post: 1
 Duty Station: Ed Daein with frequent field travels
 Closing Date: 05 Oct 2021

 
 Background:

Job Summary:

Under the direct supervision of the Program Manager, the Medical Logistics Officer will be in charge of CARE’s drugs management information system (DMIS) and Health information management system (HIMS) which includes monitoring drugs utilizations both at CARE and partner supported facilities and dispatch drugs based on requests. S/he will ensure that all medical supplies are managed in accordance to with WHO/MOH Protocols and train and supervise relevant local and national staffs as needed. S/he will be responsible to implement health & nutrition information system to monitor progresses and to ensure all the supported facilities have proper record keeping and data analysis that is useful for decision making and improving the services. This project will be implemented in close coordination with Ministry of Health (MOH), WHO, UNICEF, WFP, local partners, and other health and nutrition implementing partners. Therefore, the incumbent is expected to have high team work and coordination spirit. The project also requires regular field visits. In addition, as part of the logistics team, s/he is typically in charge of managing the proper set up / rehabilitation / running of base premises (office / guest house), ensures the proper functioning of supply chain including procurement planning, purchasing of goods and services, their transport and storage, supervises the organization, planning, and maintenance of the fleet, evaluates/reports the need and ensures the proper use of CARE’s equipment, assesses and ensures the functioning of the means of communication appropriate for the CARE office.



 
 Duties and responsibilities:

Responsibilities

Tasks

 

  1. Drugs & Medical Supplies Management (25%)
  • Use the Essential Drug List (EDL) according to the National & international standards, in terms of the generic names or INNs for drug management.
  • Ensure that stock registers, indent preparation, and other formats are available with all CARE supported clinics
  • Arrange drugs, medical supplies and equipment in the ware house and pharmacy, ensuring that items are stored in a proper way in terms of space, temperature, humidity and sun protection
  • Monitor the physical condition and maintenance of the building and compound, and report needs to the office (e.g. cleaning tools, lamps, stationery, water supply)
  • Receive procured and donated drugs, medical supplies and equipment, including delivery kits, ensuring checking and documenting names and quantities (items and quantities against way bill) and expiry dates of supplies, and reporting any inconsistencies to the office
  • Supply the clinic pharmacies with the required items and quantities based on accessibility and seasonality
  • Monitor and document the expiry date and take appropriate measures
  • Identify and list expired medicines for the disposal according to MoH regulations, ensuring safe storage until the disposal
  • Participate in organizing donations to / from other organizations
  • Entry statistical data on a routine basis (manually / computerized) according to standard procedures, e.g., weekly pharmacy exit reports; monthly inventory report.
  • Work with Store Keeper Asst. and Pharmacist Asst. for frequent checking of stock cards for correctness of balances and expiry dates, and follow up identified discrepancies
  • Prepare partial and complete inventories according to the implemented inventory control system
  • Ensure that all CARE supported clinics prepare consumption reports weekly and monthly
  • Prepare weekly / monthly consumption reports and ensure that all CARE supported clinics prepare and submit weekly / monthly usage reports
  • Plan procurements based on utilization reports
  1. Health & Nutrition information management system (20%)
  • Participate in review of health & Nutrition  log frame
  • Designing all required data collection and reporting forms / formats
  • Ensure that daily forms are available with PHC/feeding center  service providers
  • Help regular review of health information system to track progress and monitor the project outputs and outcome.
  • Key and lead person on sector field survey data collect and filling
  • Physically visit PHC facilities/feeding center  and collect daily forms from PHC/nutrition  service providers
  • Follow up with and provide onsite technical assistance to PHC service providers to ensure that they record data correctly
  • Entry all relevant data daily and prepare weekly morbidity & mortality report
  • Prepare monthly reports on primary and reproductive health
  • Cross check the morbidity data submitted by the medical registrars and report any anomalies to area manager health in time.
  • Prepare graphs and charts on relevant indicators for health program; ensuring that concerned staff at the clinic receives a copy on monthly and quarterly basis.
  • Update the Health M&E chart and share with all sector members on monthly bases.
  • Help in enhancing the capacity of PHC service providers in record keeping and filling up forms
  • Organize orientation / training for PHC/ nutrition service providers on correct record keeping of relevant forms and reports.
  • Maintain files and records on health information system (HIS) following standard filing system with proper labeling
  • Assist the team in typing, printing and photocopying of program documents and reports especially in training activities.
  • Establish photo and stories system documentation for each achievement activity.  
  1. Logistics and admin support (20%)
  • Liaise with the landlord of the office premises and other operational contacts such as vendors, suppliers and courier services to keep the office fully functional
  • Develop and oversee safety protocols, including the management of the security
  • Maintain office equipment and oversee repairs
  • Maintain office logs on travel, inventory and fuel usage for generator, vehicles etc.
  • Prepare travel arrangements, relevant documentation (tickets, visas etc.) and any necessary travel requests
  • Prepare and submit a monthly logistics report about the above to the Program Manager
  • Coordinate procurement process of goods and services, ensure necessary documentation
  • Maintain and update vendor’s database for necessary goods and services
  1. Assessment (10%)

 

  • In collaboration with other team members, the health and nutrition officer undertakes detail project specific need assessments, prepares reports and analyses, budget estimates in response to emerging emergencies throughout the state and forward to supervisor for review
  • Collect data and maintain records related to camp/host community health and nutrition situations
  • In coordination with community volunteers, collect health and nutrition data to identify gaps
  1. M&E and reporting (10%)

 

  • Monitor and foresee any emergency purchase from the local market
  • Pay regular visit to CARE supported clinic pharmacies to oversee the storing, management, record keeping, including in-out records, preparation of consumption and indent reports
  • Check if any medicines are expiring soon and advise appropriate measures
  • Motivate and supervise clinic staff to comply with standard procedures
  • Organize orientation and / or training for CARE supported clinic pharmacy staff on identified areas
  • Document the visit findings and observations, and communicate with supervisor and senior management
  • Monitor the performance of local partners involved in the implementation in the health and nutrition activities and report to the Program Manager
  • Participate in overall health and nutrition sector planning, review and development
  • Ensure all work is carried out as per the community needs and project standards
  • Participate in project appraisals, reviews and evaluation
  • Report areas of concern to the Program Manager immediately
  1. Contribute to the Success of CARE Partnership Approach (5%)
  • Coordinate with Partners, NNGOs, CBOs, etc.
  • Support partners in monitoring and reporting of WASH activities  
  1. Uphold CARE´s values and contribute to the CO shared priorities (5%)
  • Follow of the CARE Safety and Security Management Plan (SSMP) and comply with it at all times
  • Be aware of CARE’s commitments to Gender and Diversity, and strive to uphold them
  • Be committed to promote CARE’s core values at all times
  1. Any other assignment (5%)

You might be asked to do any other assignment by your supervisors which may be related to work.

 

Authority:

Reports to the Program Manager.

Supervises – seconded staffs from the ministry of health (MOH) and works closely with community based volunteers.

 

IV. Contacts and Key Relationships:

Works closely with the other Health and Nutrition and WASH staffs, SMOH, local partners and other actors in the target areas.

 

V. Working Conditions:

As stated in the terms of contract and the CI Switzerland HR manual. The position is based in Ed Daein with frequent travel within the State including overnight stays.


 
 Minimum Qualification, Skills and Experience Required:

  • BSc in pharmacology, medicine, public health, or other related fields
  • Minimum of 3 years’ relevant experience in pharmacology, logistics, etc. in humanitarian sector
  • Demonstrate analytical and conceptual skills to plan projects, timetable agreed activities and oversee staff activities
  • Strong communication & interpersonal skills; comfortable engaging in dialogue with a range of actors including communities leaders and other community structures, government departments, local authorities, CBOs and other NGOs.
  • Good communication skills (verbal and written) in both Arabic and English; Ability to write reports in both English and Arabic
  • Good team player, flexible and capable of working with a multi-national Sub Office and Country team
  • Ability and willingness to travel to locations outside base station to program operational areas and live in sometime basic conditions.
  • Excellent computer skills – Microsoft word, power point and excel
  • Experience in engaging the community and community mobilization
  • Ability to work with minimum supervision.
  • Willing to work with the disadvantaged / vulnerable people under stress and in difficult situation
  • Fluent in both Arabic and English languages in order to write reports and translate documents

 

 

 

 








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