Purpose of the Role:
The purpose of the Medicine/EPI Supplier is to ensure effective supply of medicine and EPI supervision, and monitoring of medicine and EPI under the BPHS project in accordance with the Ministry of Public Health (MoPH) standards and guidelines. The Medicine/EPI Supplier supports health facilities in equipping of health facilities in terms of medicine and Vaccine. The position also ensures accurate reporting, data quality, and coordination with other health program components to achieve project goals.
B. Main Responsibilities of Medicine / EPI Supplier
1. Medicine and Vaccine Supply Management
- Ensure timely delivery and distribution of essential medicines, medical supplies, and EPI vaccines to health facilities according to approved distribution plans.
- Verify quantities, quality, and condition of supplies before dispatch and upon receipt at each health facility.
- Follow the First-Expired, First-Out (FEFO) and First-In, First-Out (FIFO) inventory management principles during supply handling.
- Ensure cold chain maintenance for vaccines and temperature-sensitive items during transportation.
2. Inventory Control and Documentation
- Maintain accurate and up-to-date stock registers, delivery notes, waybills, and inventory forms for all distributed medicines and vaccines.
- Collect and record stock consumption reports from health facilities on a monthly basis.
- Immediately report any discrepancies, losses, damages, or shortages to the logistics or pharmacy officer.
- Support in physical stock verification and participate in periodic inventory checks.
3. EPI (Expanded Program on Immunization) Responsibilities
- Ensure all vaccines are transported and stored under cold chain conditions using approved cold boxes and ice packs.
- Check and record vaccine vial monitors (VVMs) and expiry dates before delivery.
- Assist in distribution of syringes, safety boxes, and other immunization supplies to all functional health facilities.
- Return used safety boxes and expired vaccines to the warehouse following MoPH/WHO safety and disposal procedures.
4. Coordination and Communication
- Coordinate with the Provincial EPI Officer, Logistics Officer, and Health Facility In-Charges to ensure proper planning and timely supply distribution.
- Communicate delivery schedules and verify receipt of items with health facility staff.
- Maintain regular contact with cold chain technicians to ensure proper temperature monitoring.
5. Reporting
- Prepare and submit monthly distribution and consumption reports for medicines and EPI supplies.
- Report any stockouts, overstocking, or cold chain failures immediately to the supervisor.
- Maintain delivery records for donor and audit verification.
6. Compliance and Quality Assurance
- Adhere to all WHO, MoPH, and organizational standard operating procedures (SOPs) on pharmaceutical management and vaccine handling.
- Ensure that all supplies are stored, transported, and documented safely and securely.
- Follow safety and infection prevention measures during handling and delivery operations.
7. Supportive Supervision
- Provide basic guidance to health facility staff on stock management and reporting tools (bin cards, stock cards, EPI tally sheets, etc.).
- Support field verification of stock status and expiry monitoring during facility visits.
8. Other Duties
- Perform additional logistics and supply-related tasks assigned by the Provincial Logistics Officer, Project Manager, or Health Coordinator.
- Assist in emergency response distribution during disease outbreaks or natural disasters.
