Pharmacy Supply Chain, Procurement & Pharmacy Quality Coordinator

Recruiter / Employer: Unspecified
Contract: Permanent
Salary: Confidential
Status: Expired


Equity Afia (EQA) was established in 2015 under the umbrella of the Equity Group Foundation in response to the growing need for affordable and accessible quality healthcare for Kenyans.

The Equity Afia clinic network has over 44 medical centres in 17 counties across the country operated in a franchise model. The facilities are run by qualified and experienced doctors who are alumni of the Equity Leaders Program to offer affordable, high quality integrated 7 standardized health services.

Department: Equity Afia


The Pharmacy Supply chain, Procurement & Pharmacy Quality Coordinator shall lead procurement of pharmaceuticals, drugs, reagents, and medical consumables.

They shall be responsible for coordinating all activities relating to procurement of medicines, delivery to clinics and quality management specifically:

  • Drug Procurement
    • Facilitating the procurement of medicines that meet prescribed safety and health standards at a cost-effective price.
    • Provide technical pharmaceutical supply chain management by ensuring adequate securing, quantification, procurement, scientific order management, logistics order management, planning, forecasting on pharmaceutical supply chain for all Equity Afia clinics
    • Liaise with authorized drug suppliers and distributors on new products and updates.
    • Ensuring that orders are at par with the budget/ projections based on clinic visit trends
    • Reviewing purchase orders and other documentation as submitted from clinics to ensure accuracy prior to consolidation.
    • Establish and maintain relationships with suppliers and distributors of medicines and negotiates for suitable prices.
  • Inventory
    • Maintaining a view of inventory levels at clinics based on budgeted for inventory days
    • Supporting clinics on Stock holding management & supporting to avoid stock outs and overstocking at clinic level.
    • Maintaining a view of outstanding invoices due to pharmaceutical suppliers
    • Working with suppliers to determineanticipated shortages and pre-plan accordingly to forestall stock out and managing emergency stock to be made available during stock-outs.
    • Reviewing all documentation received in their office to ensure the procedures for procurement of drugs followed the proper pharmacy policies.
  • Regulatory:
    • Ensuring that various rules and regulations and licencing requirements are in place and adhered to regarding procurement and management of drugs for Equity Afia clinics.
    • Ensuring that the procedures regarding purchasing, storage, and distribution of drugs from the pharmacy follow the prescribed legal polices.
  • Quality Services
    • Supporting the formulation, implementation & adherence to internal policies, guidelines and standard operating procedures governing pharmacy practice.
    • Receive reports and complaints on efficiency of drugs, and deal with drug recalls.
    • Handle procedures related to drug recalls, management of returns, expiries, and central reporting of adverse drug reactions
    • Support centralaudit of prescriptions to reduce pharmacy dispensing errors and promote affordability
    • Coordinate & conduct both internal and external audits to ensure compliance closure on the corrective and preventive actions (CAPA).
    • participate in CPD & other training programs with other healthcare professionals to ensure they dispense quality services to patients.
  • Billing & Finance
    • Ensure supply chain agreements are in place with all suppliers.
    • Ensure drug pricing sits well within HMIS for proper application of pricing.
    • Ensure supplier invoices are received in a timely manner and collaborate with Accounts payable on reconciliation of creditor/ drug supplier accounts
    • They will support the role of clinic pharmacy technologists and head office accounts payable accountants.
    • Continually check pharmacy module of HMIS functionality and report any issues asap.
    • Guide clinics on pharmacy stock take procedure and reporting
    • Monitor operational performance of the suppliers against agreed service levels


    • Diploma in Pharmaceutical Technology
    • Certificate or Diploma in Procurement is an added asset.

    Experience / Competencies

    • At least 5 years’ post-qualification experience.
    • At least 2-years experience in a pharmacy procurement role health context.
    • Strong communication (spoken and written), interpersonal and organization skills
    • Experience and competence in analysis & report writing.
    • Proficiency in Microsoft applications including Word, Excel, and Outlook.
    • Demonstrated ability to coordinate and supervise teams
    • Able to prioritise clearly, oversee multiple tasks, set clear objectives & work across teams.
    • Capacity to work under pressure and manage personal stress levels.
    • Creative, open-minded, flexible, self-learner.
    • Team-player with good inter-personal skills.
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