Job Description

Pharmacy Operations & Compliance 1. Pharmacy Operations & Regulatory Compliance Operate the pharmacy professionally and efficiently in accordance with approved SOPs, regulatory requirements, and quality standards. Verify the quality, quantity, expiry dates, and integrity of all pharmaceutical products received. Ensure all pharmacy licenses, statutory records, and operational documentation are accurate, complete, and up to date, including: DDA (Dangerous Drugs Act) registers Temperature and hygrometer monitoring records Stock and dispensing records Other statutory and internal pharmacy documentation. Ensure strict adherence to FEFO (First-Expiry-First-Out) principles during storage, dispensing, and billing. Maintain a clean, organized, and professional pharmacy environment. Comply with infection prevention and control standards and procedures. Maintain the organization's professional image by wearing approved branded attire, lab coats, and name tags. 2. Inventory & HMIS Management Maintain 100% accuracy of inventory records in the HMIS. Ensure all products dispensed and sold are accurately and completely billed through the HMIS. Monitor stock levels and ensure essential and fast-moving products are consistently available. Identify potential stock-outs and place supplemental orders in a timely manner. Monitor slow-moving, near-expiry, and expired stock and take appropriate action. Accurately capture and report missed sales through the designated channels for analysis and follow-up. Conduct regular stock reconciliations and promptly report discrepancies. 3. Sales, Cash Handling & Pricing Apply discounts only within approved company policies and authorization limits. Ensure all sales are accurately recorded and accounted for. Deposit cash collections promptly after each shift or in accordance with company policy. Reconcile sales reports against Paybill and other payment records at the end of every shift. Safeguard company cash, stock, equipment, and other pharmacy assets. Ensure transparency and accountability in all financial transactions. Report any cash, stock, or billing discrepancies promptly. 4. Patient Care & Customer Experience Provide patients with clear, accurate, and understandable instructions on medication use in accordance with approved SOPs. Accurately dispense prescription medicines in accordance with valid physician orders and applicable regulatory requirements. Obtain and review relevant patient history through the HMIS before dispensing where required. Provide appropriate preventive healthcare information and medication counseling. Minimize patient waiting times while maintaining dispensing accuracy and safety. Interact with patients courteously, respectfully, and professionally. Respond promptly and appropriately to patient questions, concerns, and complaints. Maintain a professional appearance and wear the prescribed branded lab coat and name tag. 5. Communication, Reporting & Continuous Improvement Provide timely, accurate, and actionable weekly feedback to HQ on procurement, inventory, pricing, and operational matters. Report relevant market and operational insights, including: Collaboration with clinical teams Competitor activities and pricing Seasonal changes in product demand Product availability and supply challenges Factors affecting clinical and commercial performance. Escalate operational, compliance, patient safety, stock, and financial issues promptly. Participate in initiatives aimed at improving pharmacy efficiency, patient experience, compliance, and commercial performance. Contribute ideas and recommendations for continuous improvement of pharmacy operations and service delivery. Requirements Education: Diploma in Pharmaceutical Technology from a recognized and accredited institution. A Bachelor’s degree in Pharmacy or Pharmaceutical Sciences is an added advantage. Certification: Must hold a valid and current license issued by the Pharmacy and Poisons Board (PPB) of Kenya, with no history of disciplinary action or suspension. Experience: Minimum of 2 years of hands-on experience in a busy retail, clinic-based, or hospital pharmacy setting. Experience working with an HMIS is strongly preferred. ● Technical Skills: Proficiency in computer-based pharmacy management and billing systems is an added advantage. Working knowledge of Google Sheets or Microsoft Excel is required for inventory tracking and reporting. Familiarity with digital health tools is an added advantage