Drug Supply Coordinator
Sidra Medical and Research Center
Total years of experience :21 years, 3 Months
As a part of the Inventory Team, I was responsible for tracking stock levels and avoiding zero stock. My major role is to raise Request for Quotations for items that were identified to be in critical levels and makes sure that the item arrives before we run out to ensure continuity of supply throughout the hospital. I have helped in creating this process which now ensures that we have enough stocks for at least 6 months at all times and proper tracking is maintained. I am also responsible in coordinating with stakeholders regarding new drugs that needed to be in stock and that the correct quantity is ordered. I am also leading the coordination with the Pharmacy Department and Physicians and Nurse Leads from different services across the hospital in terms of communicating the stock levels, out of stock medications and stock updates in terms of delivery timelines. I also request medications that are allocated to specific patients, maintaining confidentiality at all times.
My other tasks includes taking minutes of the weekly Drug Supply Committee Meeting, raising purchase requisitions for medicines to be distributed across the hospital, raising purchase requisitions for other services needed for the Pharmacy Warehouse such as maintenance requests, training, and shelving requirements, preparing Import Approvals for medicines ordered from an international vendor, preparing the report for expired medications, and sending the daily Purchase Orders Report and Purchase requisitions Report, among others. My medical background along with my administrative experience has helped me in organizing my responsibilities and performing my duties as efficient as possible, handling multiple tasks at once and effectively prioritizing them at the same time.
Being an Administrative Assistant for the Quality Department, I am tasked with a vast number of responsibilities including scheduling of meetings, preparing the agenda and minutes and distributing them to appropriate staff, updating staff attendance, leave schedule and leave balance, and coordination between departments among others. I have provided a great deal of support to various task forces and committees that were formed and are working under the Quality Department.
For Business Process Improvement, I am responsible for ensuring that policies and procedures that are coming in for approval are of appropriate formatting and are the correct versions of the documents being requested. I am accounted for uploading the documents on the SharePoint portal and having the documents protected from any untracked changes. I also schedule the meetings for the Task Force under this department and prepare the agenda regularly. I provide ahead of time all the hard copies of the documents required and send the hyperlinks to the members through email for their information and reference.
After a year of performing Administrative Duties with AECOM, I was immediately promoted as Submittal Coordinator for the Civil and Infrastructure Division, specifically the North Road Project. This new role required me to single-handedly manage the Forecast Deliverables List which required constant contact with design teams in charge of various packages. This task includes coordination between our company, the Consultant and the Main Contractor about the Comment/Response Sheets, following up about the status of approvals, among others. I was responsible for keeping track of changing deliverable status and updating all the lists accordingly. I was also tasked to ensure the accuracy of all submissions, making sure that the hard copies and soft copies are submitted with the correct revision and all other relevant details.
Being a member of an international company such as AECOM Middle East Limited - with multiple projects at hand - has enabled me to be familiar with different document control processes and requirements as we need to adhere with the procedures of a specific project. I was performing Document Control duties such as preparation of drawing and report submissions (hard copies and CDs), transmittals, cover letters, and all other documents as required by the Client. I was also experienced in compiling documents for tender bids.
I was also tasked to provide administrative support for the Water, Energy and Environment Business Line. This task include a wide range of duties and responsibilities, some of which are assisting the Director by performing secretarial, administrative, organizational and research tasks requiring a sound understanding of organization policy and structure, liaise effectively with senior executives and external contacts on behalf of the Director, Coordinate and organize meetings/seminars within the company and with external providers, and assist the preparation of presentations, agendas and minutes. I was also tasked to screen incoming mails and telephone calls, action responses and redirect correspondences where necessary, and organize and coordinate travel requests, flight arrangements, visa processing and hotel bookings for the Director and all the other team members, where and when required.
As a Document Controller for the Executive Consultant of the Msheireb Downtown Doha Project, my work included receiving documents submitted by the assigned Contractor for a specific phase in the project, maintaining a controlled log of all the different types of documents received, distributing the document to the concerned person for review and necessary action, and scanning, uploading and closing of documents on the web-based project management software system (CONSTRUCTWARE) utilized by the company. I was also responsible for maintaining a systematic filing of all the final approved documents, coordinating with the assigned Contractor for any inquiries related to the documents submitted for the project, and preparing the weekly and monthly timesheet of all the staff, and sending them to our head office in the U.S.
As a Front Office Administrative Assistant for Rumaillah Group, I was assigned not only for welcoming incoming visitors and directing them to the appropriate staff. I was also assigned a wide range of duties which included preparing quotations and documentations of products and services rendered by the company, encoding Project Enquiries and Tenders received by the company, preparing routine correspondences, and arranging meeting schedules for General Managers of different divisions of the company. I am also assigned to receive, sort and route incoming and outgoing mail, screen incoming calls and forward them to the appropriate staff, maintain a daily, weekly and monthly filing of all quotes made for all sales executives. I was also tasked to provide information to clients who wish to procure the products and services of the company through telephone enquiries, prepare a report of the weekly sales, coordinate with companies regarding quotations submitted, and receipt and inventory of deliveries sent for the company, including stationary supplies.
Being a Pharmacist III to the country’s premiere healthcare provider, I was assigned to prepare a documentation of all medical inquiries received, maintain a systematic file of drug movement within the area, prepare a report of drug information and pricing for customers who wish to buy in bulk and provide information and make recommendations about over-the-counter drugs. My other duties include dispensing medicine, medical supplies and other pharmaceuticals to inpatients and outpatients, processing and filling of prescriptions needed, providing patient counseling and answering questions about prescription drugs, including possible side effects and interactions among different medicines, providing drug information to doctors and nurses, preparing and submitting the Daily Shift Report and Daily Activity Report and performing daily inventory of medicines and medical supplies.
Other tasks include observing good housekeeping of the area, participating in staff development meetings and facilitate the training of new employees and interns.
Being a Medical Transcriptionist for an International Company required me to listen and transcribe to pre-recorded medical records dictated by doctors for transcription at the shortest possible time. I was also tasked to ensure the accuracy of the transcribed work by conducting intensive editing of the document, to submit a daily summary of the documents transcribed and to encode my rating for the transcribed document (words per minutes, accuracy, etc…)
As a Pharmacist for one of the branches of the country’s biggest drugstore chain, I was responsible for filling and dispensing prescriptions, maintaining a systematic file of the daily inventory of the Dangerous Drugs available, responding to inquiries made by customers thru phone or over-the-counter regarding drug information (dosage and administration, strength, etc.). I was also tasked to handle the documentation of the branch’s transactions with other branches and encode and provide a list of substitute for drugs which are currently available at the branch. I also act as a reliever to the cashier when they are off duty and was assigned to prepare and document the cash report at every end of the shift. I also maintain a record of Senior Citizens transactions and discount transactions during the day, which I then encode on the computer.
As a Food and Drug Evaluator I was responsible for evaluating products being submitted by manufacturing companies for possible release in the market. I was tasked to maintain a file of the documents being submitted by the companies seeking approval and document the products being approved for release. I was also tasked to communicate with companies to submit more documents that are vital for the approval of their product.