MISSION PHARMACY MANAGER

Medecins Sans Frontieres (MSF – Doctors Without Borders) is an international, independent, medical humanitarian organization that delivers emergency aid to people affected by armed conflict, epidemics, healthcare exclusion and natural or man-made disasters to populations in danger in more than 70 countries.

Duration: 3 months

Workplace:

This is a mobile position based in Kyiv coordination office and to travel to different locations.

Main purpose: 

Defining, coordinating and monitoring all pharmacy related activities in the Mission, according to MSF standards and values, the Medical Coordinator instructions and with consideration of national and international laws and regulations, in order to ensure the quality and proper organisation of medical supply process, procedures and protocols, the proper management of the medical stock in the projects and, in collaboration with the medical coordinator, the correct use of medicines and medical material

Accountabilities

• Supporting 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, in order to ensure stock procurement in the projects while complying with the national laws and regulations and following MSF protocols. Ensuring a close follow up of the National Drug Supply particularly in projects where MSF is working in conjunction with MoH. Collaborating in budgeting and preparing drug and other medical material orders together with Medical and Logistic Coordinators.
• Supervising the running of the pharmacies across the mission, ensuring the proper implementation of MSF Safety standards, incl. pharmacovigilance follow up and waste management protocols, and to national and international legislation, in order 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. In case of integration of medical stock under the supply, this includes close involvement in the medical warehouse as regards procedures, operations and stock management but not direct supervision of same. Supporting the Medical Coordinator regarding the follow-up of EPREP planning and maintenance of medical emergency kits.
    
• Supporting and participating in all drug and medical material supply processes and ensuring its overall efficiency and effectiveness. This involves regular technical visits to project sites to ensure appropriate follow up of activities and management of field pharmacies; collecting and analyzing stock indicators according to physical records and logistic across different projects and together with the Medical Coordinator taking corrective decisions when necessary and providing technical pharmacy support regarding pharmaceutical information, medication use (protocols and rational drug use), management of side effects, adherence issues etc.
• Ensuring the collection of data for monitoring and surveillance of optimal quantity & quality of medicine use. Supporting activities at service level for effective drug distribution and control, quality prescription (rational drug use), medicines reconciliation, antibiotic stewardship interventions such as restricted use antibiotic review, follow up of pharmaceutical care plans, patient counseling, good dispensing practices and safe medication practices.
• Monitoring the procurement process and taking corrective measures when needed, ensuring regular communication with Medical, Logistics, HR and Finance departments regarding Medical Supply and Pharmacy Management. Supporting the Medical Coordinator in order to ensure local medical purchases are made from approved sources, subject to approval of Section Pharmacist
• Being responsible for the good maintenance of all drugs and equipment in the pharmacies and the appropriate storage and management of supply of narcotic and psychotropic medication with respect to national legislation, permitting traceability for these specific products. 
• Facilitating correct stock management and transport/storage procedures, in order to ensure the availability of stock in all projects and to avoid expiries/overstocks and stock-outs. Ensuring that all inventories of drugs and medical devices exist and are updated. In close collaboration with Logistics Department, supervising storage conditions (e.g. humidity, temperature, light exposure, cleanliness, pest and rodents control, stock security, maintenance of cold chain, etc.), classification, organization and inventory, in order to guarantee the quality of the medicines and other medical material and prevent damage, financial losses generated by expired items, deterioration and robbery. Being responsible for follow-up of loans/donations and management of expired medications according to MSF procedures (and national legislation in case of expired drugs)
• Planning and supervising, in close coordination with the HR department, the associated processes (recruitment, training/induction, evaluation, potential detection, development and communication) of the staff under his/her responsibility in order to ensure both the sizing and the amount of knowledge required. In case of integration of medical stock under the supply, this includes providing support to Supply Log in this capacity to ensure the medical stock and pharmacy management according to recommended guide lines/procedures 
• Participating in reporting according to MSF guidelines (SitReps, medical statistical reports, etc.) and reporting on drug consumption and medical devices dispensed according to protocols, informing on unusual patterns.

MSF Section/Context Specific Accountabilities

This position will be supporting and travelling to the different projects of MSF OCG in Ukraine. The current project in Vinnytsia and future new projects in any region of Ukraine.

• Provide strategic support to the mission in collaborating with COPRO to develop a comprehensive plan for the regularization of all pharmaceutical activities, ensuring full compliance with Ukrainian pharmaceutical laws, regulatory frameworks, and administrative requirements.
• Work in close coordination with the Flying Pharmacist and the RAP to design and implement a robust importation strategy for medicines and medical devices—including controlled substances when applicable—ensuring alignment with national regulations, MSF standards, and operational needs.
• Actively contribute to the structuring and operationalization of the pharmacy department for the new project by establishing appropriate workflows, processes, and systems that fully reflect the project’s medical activities and MSF quality standards.
• Serve as the focal point for regulatory updates by monitoring changes in national pharmaceutical legislation and ensuring timely alignment of MSF pharmacy procedures with evolving legal and internal requirements.
• Collaborate with the Supply team to develop a structured agenda for the LMA, and, if possible, accompany the Pharma Section during assessments to support him and the supply team to create the collaboration and negotiation with the suppliers.
• Provide technical support, guidance, and supervision for all pharmaceutical activities countrywide, ensuring quality, compliance, and consistency across all project sites, while strengthening capacity and promoting best practices in pharmaceutical management
• Act as the technical advisor to the Medical Coordinator during bureaucratic and administrative negotiations with health authorities, regulatory bodies, or other relevant institutions when required, ensuring decisions are supported by accurate pharmaceutical expertise and regulatory understanding
• Participate in emergency response, defining medical items need based on medical activities and follow-up of medical stock requirements.
• Support the Mission with the destruction of expired medical items ensuring MSF and National Protocol is well followed.
• Ensure projects support by regular field visits, trainings, technical advice on the use of tools and helping the teams following the medical order chronogram and filling gap of project pharmacy responsible when needed.

• To optimize the project stock - to have a good overview of the consumption, inventory, buffer stock, follow-up of expiry date, shortages and other information needed for the preparation of the International Order/Local purchase orders. Ensure matching with Medical Standard List in global stock, consumption, and orders.

Education

• Essential: pharmacy degree

Experience

• Essential demonstrated two years’ experience in pharmacy management, previous experience with MSF or other NGO’s as pharmacist

Languages              

• Mission working language, English and Ukrainian

Knowledge

• Essential computer literacy (word, excel, internet)
• Desirable knowledge of “Isy stock”

Competencies

• People Management and Development L2 
• Commitment to MSF Principles L2 
• Behavioural Flexibility L3 
• Results and Quality Orientation L3 
• Teamwork and Cooperation L3 

Monthly gross salary 104 000 UAH.

The interested candidates should submit their application in English before 15.02.2026 (CV+ motivation letter)  Subject: MISSION PHARMACY MANAGER

Please note that only shortlisted candidates will be contacted.