Pharmacy Assistant

Position Information

Position Title: Pharmacy Assistant

Department: Health and Nutrition

Reports To: Health and Nutrition Supervisor /Project Manager

Duty Station: Kunar, Afghanistan

Employment Type: Full-Time

Position Summary

The Pharmacy Assistant will support the day-to-day management of medicines, medical supplies, pharmacy stock, and related administrative activities.

The position will be responsible for receiving, storing, organizing, issuing, and documenting medicines and medical supplies, while also providing general office and administrative support to the pharmacy and Health and Nutrition team.

The position requires strong attention to detail, accurate record keeping, good organizational skills, confidentiality, and strict adherence to organizational procedures for medicine and stock management.

Key Responsibilities

1. Pharmacy and Stock Management

• Receive medicines, medical supplies, and pharmacy commodities from authorized suppliers.
• Check received items against delivery notes, purchase orders, or other approved documents.
• Verify quantities, item names, batch numbers, expiry dates, packaging, and physical condition.
• Arrange medicines and supplies systematically in accordance with approved storage procedures.
• Apply FEFO (First Expiry, First Out) principles to minimize medicine expiry and wastage.
• Maintain proper separation of expired, damaged, recalled, or unusable medicines.
• Monitor stock levels and identify shortages, overstocking, and near-expiry items.
• Inform the supervisor promptly about stock shortages, discrepancies, damaged items, or other concerns.
• Support regular physical inventory counts and stock verification.
• Maintain cleanliness, organization, and security of the pharmacy and stock areas.

2. Stock Documentation and Records

• Maintain accurate stock cards, stock registers, issue vouchers, receiving documents, and other inventory records.
• Record all receipts, issues, transfers, losses, adjustments, and disposals according to approved procedures.
• Update stock records immediately after each transaction.
• Reconcile physical stock with recorded balances on a regular basis.
• Maintain proper filing of all stock and pharmacy documents.
• Assist in preparing monthly stock reports and consumption reports.
• Track expiry dates and prepare lists of short-dated and expired items.
• Ensure all stock documentation is complete, properly signed, and authorized.

3. Medicine and Medical Supply Issuing

• Issue medicines and medical supplies to authorized health staff or service points based on approved requests.
• Verify approved requisitions before issuing stock.
• Ensure the correct item and quantity are issued.
• Record all issued items accurately in relevant stock records.
• Obtain appropriate signatures and supporting documentation for stock issues.
• Report unusual consumption patterns or unexplained stock movements to the supervisor.

4. Storage and Warehouse Support

• Ensure medicines and medical supplies are stored under appropriate environmental conditions.
• Monitor and record temperature and other storage conditions where required.
• Ensure medicines are protected from direct sunlight, moisture, contamination, and unauthorized access.
• Maintain appropriate shelving and storage arrangements.
• Keep cartons and supplies properly labeled and organized.
• Ensure restricted or controlled items are securely stored according to organizational procedures.
• Support stock arrangement and physical inventory exercises.

5. Procurement and Supply Coordination

• Assist in preparing medicine and medical supply requests based on stock levels and consumption.
• Coordinate with logistics and procurement teams regarding stock requirements.
• Follow up on pending deliveries under the supervision of the responsible officer.
• Assist in checking delivered items before they are entered into stock.
• Maintain copies of purchase orders, delivery notes, goods received notes, and related documentation.
• Report supply chain delays or problems to the supervisor.

6. Inventory Control

• Conduct routine physical stock counts.
• Assist in monthly, quarterly, and annual inventory exercises.
• Investigate and report discrepancies between physical and recorded stock.
• Monitor stock movement and consumption trends.
• Maintain an updated list of items approaching expiry.
• Assist with approved procedures for the return, transfer, or disposal of expired and damaged items.
• Ensure no stock is disposed of without proper authorization and documentation.

7. Reporting

• Prepare regular stock and pharmacy reports as assigned.
• Provide accurate information on stock balances, consumption, losses, expiries, and shortages.
• Assist the supervisor in compiling monthly and periodic program reports.
• Submit required documents and reports within established deadlines.
• Maintain accurate supporting documentation for all reported figures.