Procurement and Supply Chain Officer- Hospital
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Job summary
The overall purpose of the job is to oversee the procurement and supply chain processes within the hospital, ensuring timely and cost-effective acquisition of medical supplies, pharmaceuticals, and non- medical goods. The Procurement and Supply Chain Officer plays a crucial role in maintaining optimal inventory levels, negotiating with suppliers, and ensuring the availability of resources necessary for the hospital’s smooth operations while adhering to budgetary and regulatory requirements.
Min Qualification:
Bachelors
Experience Level:
Mid level
Experience Length:
3 years
Job descriptions & requirements
Reports to: Financial Controller
Direct Reports: Inventory Assistant
Department: Finance
Job Location: Nakuru
Key responsibilities
1. Procurement Management
a) Identify hospital needs and source medical and non-medical supplies, ensuring the best value and quality;
b) Request and evaluate quotations, negotiate with suppliers, and prepare purchase orders in line with hospital procurement policies;
c) Ensure compliance with regulatory requirements, hospital policies, and ethical standards during the procurement process;
d) Manage vendor relationships, ensure supplier contracts are adhered to, and resolve any issues related to supply quality or delivery;
2. Inventory Management & Control
e) Monitor stock levels of medical supplies, pharmaceuticals, and non-medical goods to ensure optimal inventory without overstocking;
f) Implement effective inventory control systems, track the movement of goods, and update stock records regularly;
g) Conduct regular stock audits and physical counts to prevent stockouts or wastage, ensuring all items are properly documented;
h) Forecast future supply needs based on historical consumption trends and hospital operations;
3. Supply Chain Coordination & Logistics
i) Coordinate the timely delivery of goods to hospital departments, ensuring minimal disruption to operations;
j) Manage logistics to ensure cost-effective and timely transportation of goods from suppliers to hospital premises;
k) Oversee the receipt of supplies, ensuring proper inspection and documentation of all incoming goods;
l) Address and resolve any delays or issues related to logistics, working closely with suppliers and internal departments;
4. Budgeting & Reporting
m) Assist in the preparation and management of the procurement budget, ensuring cost-effective purchasing and adherence to budget constraints;
n) Maintain accurate records of all procurement transactions and supply chain activities, providing regular updates and reports to management;
o) Analyze procurement and supply chain data to identify cost-saving opportunities and improve operational efficiency;
p) Support audits by providing necessary documentation and ensuring compliance with procurement policies and regulations; and,
Educational Requirements:
• Bachelor’s degree in supply chain
• Membership of Kenya Institute of Supplies Management (KISM)
• A minimum of three (3) years’ experience in an organization of similar size.
Technical & Behavioural Skills:
• Proficient in identifying, sourcing, and purchasing goods and services, ensuring the best quality, value, and compliance with hospital policies and regulatory standards.
• Skilled in managing inventory systems, tracking stock levels, and forecasting supply needs to ensure that the hospital operates without disruptions due to stockouts or excess inventory.
• Knowledge of logistics, distribution, and delivery systems to streamline supply chain operations, ensuring timely and cost-effective deliveries of medical and non-medical goods.
• Strong negotiation skills to engage suppliers in favorable terms, manage vendor relationships, and resolve conflicts while maintaining professional business partnerships.
• Ability to quickly identify issues in the supply chain or procurement process and implement effective solutions to mitigate risks and avoid operational delays.
• Focused on ensuring the accuracy of orders, contracts, and delivery documentation to prevent costly errors and ensure smooth procurement processes.
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