Pharmacy – Tender & Planning Sr. Officer

EMERGENCY ONG ETS; Milano; On-site; EUR 24,000 - 26,000; Full time

Job summary

EMERGENCY ONG ETS seeks a Pharmacy – Tender & Planning Officer/Senior Officer to define and implement procurement strategies at HQ and field levels, ensuring timely hospital procurement and donor compliance.

The role includes budget planning, market assessments, supplier mapping, and training for field staff; requires short-term field missions and a pharmacy/healthcare background.

Qualifications

• Excellent written and spoken English; knowledge of Italian (B2) is an advantage.
• At least 3 years of experience in international procurement, tendering, procurement planning, or related activities.
• Experience with RFQs, tenders and procurement documentation; donor-funded procurement experience is preferred.
• Understanding of procurement processes for medicines and medical supplies; quality requirements and sourcing knowledge.
• Strong analytical and planning skills; availability for short-term field missions.

Responsibilities

• Define the pharmacy plan: develop Demand and Acquisition Plans and contribute to procurement strategies based on operational needs and budgets.
• Manage international and local tenders: RFQs, documentation, evaluation of offers and coordination with Field Procurement functions.
• Support donor-funded procurement, budgeting, documentation, monitoring and audits as required.
• Assess markets and suppliers: local market assessments and supplier qualification per EMERGENCY procedures and quality standards.
• Make sourcing decisions: evaluate options considering quality, lead times, costs and risks; contribute to value-for-money.
• Develop Pharmacy competencies: train national and international staff in procurement planning and tender procedures.
• Ensure compliance: ensure procurement and tendering are documented per internal procedures and donor requirements.

Skills

English proficiency

Education

University degree in Pharmacy / Pharmaceutical Sciences

Tools

Excel

Job description

Italy and international locations, with availability to travel to EMERGENCY's Headquarters in Milan and to project countries where EMERGENCY operates.

REQUIRED LANGUAGES

Excellent written and spoken English; knowledge of Italian (B2), French or other languages relevant to EMERGENCY's operational contexts is an advantage.

TYPE OF CONTRACT

Fixed-term contract (12 months), with the possibility of renewal and long-term continuation.

RAL: €24.000 - €26.000, depending on experience, plus travel allowances in accordance with the Company-Level Agreement.

NECESSARY REQUIREMENTS

University degree in Pharmacy, Pharmaceutical Sciences, Procurement, Supply Chain Management, Business Administration or another relevant field; at least 3 years of relevant experience in international procurement, tendering, procurement planning, or related activities, preferably within the humanitarian, healthcare, or pharmaceutical sector; Strong analytical and planning skills; very good knowledge of Excel and availability for short-term field missions.

DESCRIPTION

EMERGENCY is an independent non-governmental organisation that provides free, high-quality medical and surgical treatment to victims of war, landmines and poverty, and promotes a culture of peace, solidarity and respect for human rights. Since 1994, EMERGENCY has worked in 21 countries around the world to promote inclusive and sustainable models of care for the long-term: building and managing hospitals, surgical and rehabilitation centres, and training local staff, in accordance with its core principles of equality, quality and social responsibility.

The Pharmacy Coordinator within the Field Operations Department (FOD) is searching for a Pharmacy – Tender & Planning Officer/Senior Officer who is part of the Field Operations Department and contributes to defining a Pharmacy Procurement Strategy at both FOD and field levels. The strategy considers the budget discussed and approved and the Pharmacy Plan, which estimates quantities, analyses the quality of the market (both Italian and local), and evaluates the prices and delivery times of products needed for hospital procurement.

The Pharmacy – Tender & Planning Officer/Senior Officer will contribute to the planning and implementation of EMERGENCY's pharmacy procurement strategy at both HQ and Field level.

Additionally, together with the Pharmacy Team, the person sets up and drafts a quality ranking through the mapping of local markets and the analysis of the various available suppliers. This activity is instrumental in reviewing the Policy of Medicines document, which outlines the procurement procedures for materials used in projects, depending on the country's context.

Finally, the Pharmacy – Tender & Planning Officer/Senior Officer aims to conduct training activities for national and international staff, equipping them with the necessary tools to perform their roles effectively and respond to the needs of both the Hospital and the Organization. She is the focal point in the FIELD projects, FOD desk, and in the other HQ offices for all the following activities.

This role combines procurement planning, international and local tendering, market assessment and donor-related procurement activities, working closely with Field Pharmacy teams and relevant FOD and HQ functions.

DUTIES AND RESPONSIBILITIES

• Define the pharmacy plan: develop Demand and Acquisition Plans and contribute to procurement strategies based on operational needs, budgets, market availability, quality requirements, prices, lead times and supply risks;
• Manage international and local tenders: manage RFQs, negotiated procedures and tender processes, including preparation of documentation, collection and evaluation of offers and coordination with relevant FOD and Field Procurement functions;
• Support donor-funded procurement: contribute to donor budget planning and ensure accurate and complete documentation of donor-funded procurement activities, supporting monitoring, reporting and audits as required;
• Assess markets and suppliers: conduct Local Market Assessments, identify and assess local and international suppliers and contribute to supplier qualification according to EMERGENCY procedures and applicable quality standards;
• Make sourcing decisions: evaluate local and international procurement options considering quality, availability, lead times, costs and operational risks, contributing to value-for-money strategies;
• Support Field operations: provide technical support to Field Pharmacy teams on planning and tendering activities and participate in short-term field missions when required;
• Develop Pharmacy competencies: train and support national and international Pharmacy staff on procurement planning, tender procedures, market assessment and related processes;
• Ensure compliance and documentation: ensure that Pharmacy procurement and tendering processes are appropriately documented and conducted in accordance with EMERGENCY's internal procedures, the Administrative and Financial Manual and applicable donor requirements.

WHAT WE OFFER

• The opportunity to contribute to EMERGENCY's humanitarian mission, ensuring the availability of quality medicines and medical supplies in complex and resource-constrained settings.
• A dynamic and international working environment, collaborating with multidisciplinary teams across Headquarters and Field Operations.
• Exposure to global procurement and supply chain activities within the healthcare and humanitarian sectors, including donor-funded projects and international tendering processes.

SPECIFIC REQUIREMENTS:

• University degree in Pharmacy, Pharmaceutical Sciences, Procurement, Supply Chain Management, Business Administration or another relevant field. A pharmaceutical or healthcare background is an advantage;
• At least 3 years of relevant experience in international procurement, tendering, procurement planning, or related activities, preferably within the humanitarian, healthcare, or pharmaceutical sector;
• Experience with RFQs, tenders and procurement documentation. Previous experience with donor-funded procurement, reporting or audit requirements is strongly preferred;
• Understanding of procurement processes for medicines, medical consumables and/or medical devices, including quality requirements and local and international sourcing;
• Strong analytical and planning skills and very good knowledge of Excel;
• Availability for short-term field missions are also required.
• Experience with procurement, ERP or supply-management systems is an advantage.

These additional qualities will further strengthen your profile: proven ability to collaborate effectively with field teams, HQ functions, and international and local suppliers across multicultural environments, together with a structured, independent, and accountable approach to work. You demonstrate strong organizational and prioritization skills, the ability to anticipate and manage risks, and the autonomy to operate effectively in a dynamic international context.