Manager Procurement & Stores

Key Responsibilities:

1. Procurement and Sourcing:

Ø  Identify and evaluate reliable vendors/suppliers for quality medical and surgical products, pharmaceuticals, and hospital equipment.

Ø  Prepare purchase orders and requisitions in line with hospital policies and budgets.

Ø  Negotiate pricing, credit terms, and delivery timelines to achieve cost efficiency.

Ø  Ensure timely procurement of all medical and non-medical items without stock outs.

Ø  Maintain procurement records and ensure compliance with audit and legal requirements.

Ø  Monitor market trends, price fluctuations, and supply chain risks to inform strategic sourcing decisions.

2. Inventory and Store Management:

Ø  Maintain optimal stock levels to avoid understocking or overstocking of materials.

Ø  Monitor daily inventory movement of pharmaceuticals, surgical instruments, optical supplies, and consumables.

Ø  Implement inventory control procedures and reduce wastage/expiry losses.

Ø  Ensure proper storage conditions, especially for temperature-sensitive items like intraocular lenses (IOLs), eye drops, and injections.

Ø  Conduct regular inventory counts and audits to ensure accuracy and reconcile any discrepancies.

Ø  Analyze historical data and demand forecasts to plan future procurement needs.

Ø  Implement and utilize inventory management software (ERP systems) to track stock, manage transactions, and generate reports.

Ø  Ensure the store is organized, clean, and safe, adhering to all health and safety regulations. Supervise the receipt, inspection, storage, and issuance of materials.

Ø  Ensure proper documentation and tracking of inventory using ERP/software systems.

Ø  Organize the store layout for optimal space utilization and accessibility.

Ø  Ensure proper labeling, categorization, and safety compliance in the storage areas.

3. Budgeting and Reporting:

Ø  Develop and manage the procurement and store budget, identifying opportunities for cost savings and process improvements.

Ø  Analyze and report on key procurement metrics, such as cost savings, supplier performance, and inventory turnover.

Ø  Prepare regular reports for senior management on procurement activities, expenses, and inventory status.

4. Vendor Management

Ø  Develop and maintain strong relationships with key suppliers and service providers.

Ø  Evaluate vendor performance periodically based on quality, cost, and delivery parameters.

Ø  Resolve supply issues and ensure continuity of essential services.

5. Leadership and Collaboration:

Ø  Lead, train, and mentor the procurement and store team to ensure they are well equipped to perform their duties.

Ø  Collaborate with clinical departments (surgery, OPD, pharmacy, OT) to understand and meet their material requirements.

Ø  Resolve any issues related to procurement, deliveries, or inventory in a timely and effective manner.

6. Compliance and Documentation:

Ø  Ensure procurement and storage processes comply with NABH and other relevant standards.

Ø  Maintain accurate records of GRNs (Goods Receipt Notes), stock ledgers, and indent tracking.

Ø  Support internal and external audits with all relevant documents and reports.

7. Deliverables and Accountability:

We expect that under your leadership

Ø  Timely procurement of Medical and Non-Medical Supplies with an authorized vendor meeting the quality standards.

Ø  A strong relationship with the suppliers and vendors to fulfill the requirement of the material.

Ø  Development and execution of excellent inventory management mechanism to control the losses.

Ø  Proper utilization of the storage capacity and organized the material with proper labeling as per the quality standards.

Ø  Data Analytics of inventory consumption and develop the plan for regularization of the stock for medical and non-medical areas without delay or wastage.