CURE Children’s Hospital Procurement and Inventory Supervisor Jobs in Uganda
Position Overview:
To ensure that an organization efficiently acquires the goods and services it needs while managing costs, maintaining quality, and complying with relevant regulations in the hospital.
Responsibilities and Duties
Strategic Planning
• Develops and implements the organization’s procurement strategies, clearly understands the organization’s needs, market conditions, and long-term goals.
• Sets procurement objectives and key performance indicators (KPIs).
• Emergency Preparedness plans for and manages procurement and inventory processes during emergencies or unexpected events, such as natural disasters or pandemics.
Supplier Management:
• Identifies evaluates, and select suppliers in liaison with the Procurement Committee
• Negotiates terms, conditions, prices, and contracts with suppliers. Maintaining positive relationships with suppliers is crucial to ensure a reliable supply chain for the Hospital.
Cost Control
• Works to reduce procurement costs and find cost-saving opportunities analyzes supplier quotes, monitoring market trends, and seeking bulk-purchasing discounts.
• Manages the budget effectively, and considers the cost constraints often associated with healthcare facilities.
Quality Assurance
• Ensures the quality and reliability of purchased goods and services essential.
• Collaborates with the quality assurance team to set and monitor quality standards, conduct supplier audits and assessments.
• Implements and monitors quality assurance processes to ensure that medical products meet regulatory and safety standards
Risk Management
• Identifies and mitigates procurement-related risks, such as supply chain disruptions, supplier reliability issues, and compliance risks.
• Assess the risks associated with the procurement and inventory of critical medical supplies.
Compliance
• Ensures that the procurement process complies with relevant laws, regulations, and internal policies. This includes ethical, environmental, and diversity considerations.
Inventory Control
• Manages inventory levels, preventing overstock or stock outs, and optimizing inventory turnover.
• Collaborates with end Users, ensuring effective communication with healthcare professionals to understand their needs and preferences regarding medical products.
• Proficiency in inventory control methods and techniques specific to healthcare, considering factors such as expiration dates and storage requirements.
Sourcing
• Identifies and sources new suppliers when necessary by conducting market research, soliciting bids, and submitting them to the Procurement Committee for evaluating potential suppliers based on their capability, reliability, and cost-effectiveness.
Participates in the clearing of supplies sent to the Hospital from abroad
• Evaluate and verify all documentation related to procurement such as purchase requisitions and ensure that supplies are acquired in a timely manner.
• Maintain an approved list of both local and foreign product suppliers and service providers in liaison with the Finance Manager.
• Maintains a current knowledge of market forces of products used by the hospital such as hazards, changes in storage systems, sustainability, availability, importing procedures, etc.
• Prepares international order supplies as the need arises in liaison with the Finance Manager.
• Work with the Procurement Officers in selecting and recommending inventory/equipment from the donation container list within a month when a container list is received.
• Establish the value and status of all received, verified items, and updates maintained in the system.
Contract Management
• Drafting, negotiating, and managing contracts with suppliers in coordination with the Procurement committee which includes setting contract terms, monitoring performance, and handling disputes or amendments.
• Adheres to ethical standards in procurement practices, considering the sensitive nature of healthcare services.
Odoo Management
• Oversees the implementation and use of procurement and Inventory software and systems to streamline processes, manage data, and improve efficiency in the Hospital.
• Monitors the flow of transactions from the End user (Purchase Requests, Internal Requests, verification of specifications, Receipt and Consumption in the system, BIN cards, Stock takes), to Placing Purchase Orders with Suppliers, Delivery, Verifications for
quality and shelf life, and receipt to the wares houses.
Staff Management
• Leads the team of procurement co-workers, including the, Procurement Officers, Inventory Officer, and the Inventory Assistant. Set goals, provide guidance, and ensure the team’s performance aligns with the organization’s objectives.
Reporting and Analysis
• Prepares and presents reports on procurement performance, including cost analysis, stock management, team performance, and supplier performance, and shares with the Finance Manager and SMT to guide informed decisions.
• Proficiently utilizes healthcare information systems for tracking and managing inventory to generate reports and analyze data for decision-making.
Occupational Health & Safety function
• To work in such a way that does not cause injury to yourself, other co-workers or patients.
• Following & complying with H&S policies, processes & applying them to your own work activities, including using/wearing Personal Protective Equipment as required.
• Participating in activities directed at preventing harm & promoting well-being in the workplace Identifying, reporting & self-managing hazards where appropriate.
• Early and accurate reporting of incidents at work and raising issues of concern when identified.
Education and Professional Development
• Ensures own professional development to enhance own competencies through self-assessment and/or formal performance appraisal on regular basis according to the hospital (and own) professional development plan;
• Maintains professional records that provide evidence of competency and lifelong learning.
• Identifies personal development and training needs and work with the supervisor to, help facilitate education and professional development where possible.
• Maintains a good quality learning environment that supports continuing professional development, creativity and being proactive.
Spiritual Ministry
• Participates in the hospital’s Spiritual Ministry programs.
• Attend chapel and departmental bible studies with staff (depending on weekly schedule)
Any other official duties
• This position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the position. Duties, responsibilities and activities may change at any time with or without notice. Co-worker must perform other tasks, duties, and projects as assigned, as a member of the Human Resources team.
Education/ Experience Requirements:
• Bachelor’s Degree in Purchasing and Supply/ Procurement/ Commerce/ Business Administration or Professional Diploma of the Chartered Institute of Procurement and Supply-UK (CIPS-UK);
• Membership with the Chartered Institute of Procurement and Supply (CIPS-UK) will be an added advantage;
• 1 year of experience in a leadership or supervisory role.
• Competent in computerized bookkeeping including Odoo and X-ledger, MS Word, MS Excel, MS Access
Essential Skills
• Given the specialized nature of healthcare procurement, a Procurement and Inventory Supervisor should have a strong foundation in general supply chain management and possess knowledge and skills specific to the healthcare industry and its regulatory environment.
• Good teamwork, negotiating and people management skills.
• Good oral and written communication skills
• High level planning and organizational skills including efficient and effective time management and the ability to prioritize tasks. Ability to handle and resolve recurring problems.
• Ability to handle or process confidential documents or material in an appropriate manner.
• Must uphold professional integrity.
How to Apply
For more information and job application details, see; CURE Children’s Hospital Procurement and Inventory Supervisor Jobs in Uganda
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