Supervisor - Procurement and Inventory job at Cure Children’s Hospital of Uganda

Position Overview

To ensure that CURE Uganda 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.
• Manages and ensures procurement objectives and key performance indicators (KPIs) are achieved by the team.
• 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.

Continuous Improvement

• Identifies opportunities for process improvement and cost reduction within the procurement and Inventory department as an ongoing task.
• Implement best practices and stay up to date with industry trends.
• Optimizes the procurement process, from supplier selection to contract management and cost control.
• Ensures the Hospital's procurement practices align with its strategic goals and regulatory requirements while delivering value and quality.
• Ensures regulations and best practices for the disposal of medical waste generated through inventory management process are in place.

Occupational Health & Safety Function

• 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.

Professional Development

• Identification of short-term training that can help you perform your role better.
• Participate in the scheduled training and sensitization arrangements by the hospital for all co-workers.
• Ensure that the professional training tracker is updated as per the above-mentioned trainings attended.
• A minimum of 3 professional development sessions - self initiated done in the fiscal year.
• Works with one’s supervisor to guide in mentorship and coaching for continual professional growth.

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 Procurement, Supply Chain Management, or related field; professional certification (CIPS/CPSP) is an added advantage.
• Minimum 5 years’ experience in procurement and inventory management, with at least 2 years in a supervisory role, preferably in healthcare or NGO settings.

Essential Skills

• Vendor management, ERP systems (Odoo), PPDA compliance, leadership.
• 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.

Knowledge Skills Competences & Abilities

• Quality - Able to maintain high standards despite pressing deadlines; establish high standards and measures; do work right the first time; test new methods thoroughly; reinforce excellence as a fundamental priority.
• Commitment to Task - Able to take responsibility for actions and outcomes and persist despite obstacles; demonstrate dependability in difficult circumstances and show a sense of urgency about getting results.
• Decision Making & Problem Solving - Able to take action in solving problems while exhibiting judgment and a realistic understanding of issues; able to use reason, even when dealing with emotional topics; review facts and weigh options.
• Initiative - Able to bring about great results from ordinary circumstances; prepare for problems or opportunities in advance; transform leads into productive outcomes; undertake additional responsibilities and respond to situations as they arise without supervision.
• Policies, Process, and Procedures - Able to act in accordance with established guidelines; follow standard procedures in crisis situations; communicate and enforce organizational policies and procedures.
• Medical Purchases Knowledge, understanding of medical terminology, equipment, and pharmaceuticals to make informed procurement decisions.
• Regulatory Compliance, knowledge of healthcare regulations, compliance requirements, and standards related to the procurement of medical products.
• Supplier Management, experience in selecting and managing suppliers that specialize in healthcare products.
• Ability to evaluate suppliers based on quality standards, reliability, and compliance.
• Healthcare Procurement Procedures, knowledge of procurement processes specific to the healthcare industry, including requisition, approval, and purchasing workflows.
• Supply Chain Security, awareness of the importance of supply chain security, especially for pharmaceuticals and medical devices.
• Implementation of strategies to prevent counterfeiting and ensure the integrity of medical supplies.
• Patient Safety Focus: Commitment to patient safety through careful selection of medical products and ensuring that supplies meet quality standards.
• Willingness and ability to adopt new knowledge and research procedures.
• Flexible attitude to duties and to hours of work with ability to remain calm under pressure.
• Highly organized and meticulous.

• Develops and implements the organization's procurement strategies, clearly understands the organization's needs, market conditions, and long-term goals.
• Manages and ensures procurement objectives and key performance indicators (KPIs) are achieved by the team.
• Emergency Preparedness plans for and manages procurement and inventory processes during emergencies or unexpected events, such as natural disasters or pandemics.
• 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.
• 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.
• 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.
• 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.
• Ensures that the procurement process complies with relevant laws, regulations, and internal policies. This includes ethical, environmental, and diversity considerations.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• Identifies opportunities for process improvement and cost reduction within the procurement and Inventory department as an ongoing task.
• Implement best practices and stay up to date with industry trends.
• Optimizes the procurement process, from supplier selection to contract management and cost control.
• Ensures the Hospital's procurement practices align with its strategic goals and regulatory requirements while delivering value and quality.
• Ensures regulations and best practices for the disposal of medical waste generated through inventory management process are in place.
• 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.
• Identification of short-term training that can help you perform your role better.
• Participate in the scheduled training and sensitization arrangements by the hospital for all co-workers.
• Ensure that the professional training tracker is updated as per the above-mentioned trainings attended.
• A minimum of 3 professional development sessions - self initiated done in the fiscal year.
• Works with one’s supervisor to guide in mentorship and coaching for continual professional growth.
• Participates in the Hospital’s Spiritual Ministry Programs.
• Attend chapel and departmental bible studies with staff (depending on weekly schedule).
• 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.

• Proficiency in inventory control methods and techniques specific to healthcare, considering factors such as expiration dates and storage requirements.
• Proficiently utilizes healthcare information systems for tracking and managing inventory to generate reports and analyze data for decision-making.

• Experienced Individual