Job Details

Job Description

POSITION DESCRIPTION

POSITION TITLE: Procurement and Inventory Manager
SUPERVISOR: Finance Manager
SUPERVISES: Procurement Officer & Stores/Inventory Officer
DEPARTMENT: Finance

BEIT CURE CORE VALUES

Within the context of the integral mission of healing the sick and proclaiming the gospel, all employees working for BEIT CURE Children’s Hospital of Zambia mandate are expected to adhere and support to the following Core Values:

Christ-like Compassion – “Truly I tell you, whatever you did for one of the least of these brothers and sisters of mine, you did for me.” — Matthew 25:40. We depend on God alone who is the source of changed lives and transformed communities.

Faithfulness in Prayer – “Rejoice always, pray continually, give thanks in all circumstances; for this is God’s will for you in Christ Jesus.” — 1 Thessalonians 5:16-18. We love serving children and helping them live life to its fullest.

Joy in Service – “Worship the LORD with gladness; come before him with joyful songs.” — Psalm 100:2. We do the right thing and keep our promises.

Integrity Always – “For we are taking pains to do what is right, not only in the eyes of the Lord but also in the eyes of man.” — 2 Corinthians 8:21. We humbly collaborate with our patients, partners, and colleagues for multiplied impact.

Intentional Relationships – “And let us consider how we may spur one another on toward love and good deeds” — Hebrews 10:24. We strive to deliver the highest standard of care and professionalism in our work.

Commitment to Excellence – “Whatever you do, work at it with all your heart, as working for the Lord, not for human masters” — Colossians 3:23

OVERALL SCOPE
PURPOSE: Reporting to the Finance Manager, the incumbent will be responsible for the administration of BCH procurement and inventory management functions. In essence, the Procurement Manager shall ensure the efficient sourcing of suppliers and management of procurement relating to medicines, medical supplies, office equipment, food supplies and general goods and services for the hospital. The Procurement Manager will provide a range of procurement and corporate travel support activities to ensure that the hospital achieves its objectives. The Procurement Manager will also be responsible for the strategic development of the procurement function of the hospital with the ultimate goal of maximizing value for money and achieve procurement and asset disposal legislation compliance through the support and development of procurement best practices across the entire hospital supply chain.

For inventory, the Procurement Manager will be responsible for the overall management of all products that are procured as inventory. He/she will also coordinate the activities of those engaged in inventory management, keep track of the inventory records and maintain adequate levels of inventory to meet daily demands.

KEY RESPONSIBILITIES

1.0 ADMINISTRATIVE AND POLICY IMPLEMENTATION

• Providing support in the development and implementation of innovative and sustainable procurement guidelines, procedures and policies of the hospital;
• Leading the development and implementation of procurement policies and system strategies to support tendering, contracts management, spend analytics and supplier performance management;
• Overseeing the maintenance of Procurement Databases and Registers for the hospital;
• Timely submitting all official documents to internal and external personnel and stakeholders.
• Prepare all business proposal documents.

2.0 REPORTING AND ADHERENCE TO PROCEDURES

• Operating and maintaining a procurement monitoring and tracking system through the procurement status report template or any available software including a logging system of incoming and pending purchase requests and generating reports for circulation to executive management.
• Collaborating with the suppliers in order to come up with convenient policies that determine details concerning the shipment of products and other details that will keep the workflow steady.
• Developing and implementing improvements to existing operational procedures and practices for inventory control.
• Ensure that all procedures are adhered to at all stages of processing, approval, administration and procurement.
• Ensure that all stakeholders’ needs are met and that official approval has been provided.
• Analyze, compile and submit reporting standards. Ensure that all procedures are adhered to at all stages of reporting, procurement and tender processing.
• Train staff on new and existing procurement and administration policies.

3.0 RECORD KEEPING

• Maintaining updated and accurate records of inventory, including movement of inventory (receipt and issuance) and cycle counts
• Overseeing that the arrangement of goods has been done in an orderly system within the stock location so that the stock can be recorded, stored easily and retrieved whenever there is a requirement.
• Similarly, he/she ensures that the stocks stay physically protected in the respective locations.
• Undertaking the function of stock taking and confirming the periodic stock on a regular basis by working closely with the designated staff members, and reconciling the stock counts with inventory records.
• Preparing, generating, filing financial inventory reports, and reviewing reports on a monthly basis with the Finance Manager.
• Operating and maintaining an inventory management system manually or through any available software.
• Preparation of all data that will be required for Odoo Inventory Management System and implementation of the system at BCIHM.
• Managing and monitoring Hospital stocks.
• Carry out monthly stock counts on all departments.
• Supervising the stores keeper and recording and filing all procurement documents.
• Filling all necessary procurement documents.
• Maintain a well-functioning filling system for all procurement documents.
• Ensure safe custody and retrieval of all documents.4.0 HUMAN RESOURCE MANAGEMENT AND PERFORMANCE MANAGEMENT
• Plan and conduct departmental performance appraisals.
• Provide periodic feedback to team members in the department.
• Provide guidance /coaching on the job Regularly meet with other heads of departments to identify and propose issues that may affect the meeting of the goal and objectives.
• Identify departmental manpower needs and support in the process of recruitment.
• Conduct departmental disciplinary procedures with support from the Human Resources department

5.0 PROCUREMENT AND SUPPLY MANAGEMENT

• Reviewing the internal and external requisitions for submission to the FM.
• Preparing Local Purchase Orders for all departments.
• Checking on all goods delivered as per the LPO.
• Posting invoices to the Accounting system) and the Inventory system on a daily basis.
• Sourcing for quotations, promoting quality assurance by analyzing the price proposals of suppliers and the financial reports of the company, before negotiating the best price.
• Providing customer service which is cast in a professional manner to suppliers and players in the supply chain at all times by ensuring that close working relationships with internal and external contacts are maintained appropriately.
• Procuring goods and services for all programs from within and outside the country to facilitate smooth implementation of program activities by adhering to all the necessary procedures as stipulated in the BCIHM SOPs and development partners’ regulations.
• Ensuring timely payments to all suppliers.
• Facilitation and overseeing local and international procurements and orders.
• Ensure that suppliers supply goods according to specifications samples and artistic explanations that contribute to the achievement of goals and objectives.
• Ensure goods are received before the described deadline.
• Write bids, quotations and RFQs for suppliers and clients.

• QUALIFICATIONS & EXPERIENCE
• 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 of the Zambia Institute of Purchasing and Supply (ZIPS) is essential.
• Membership with the Chartered Institute of Procurement and Supply (CIPS-UK) will be an added advantage;