Supply Chain Assistant II (Inventory)

ORGANISATIONAL RELATIONSHIP

The Supply Chain Assistant II (Inventory) will report to the Area Administrative Officer/Supply Chain Officer.

NATURE & SCOPE

The Supply Chain Assistant II (Inventory) will be responsible for the operation of a storeroom containing inventory and provide clerical skills necessary for the maintenance of proper supply chain functions. Supervision is exercised over a small group of subordinate personnel assigned to the storeroom for purposes of receiving, issuing, creating and stacking a variety of stores. Supervision is received from a superior officer who reviews work through observations and inspection for compliance with regulations, and established procedures.

SPECIFIC ACCOUNTABILITIES

The Supply Chain Assistant II (Inventory):

• Reviews and posts all transactions recording the receipts, issuance or movement of stock on the Financial Management Information Systems (FMIS) to ensure completeness and accuracy daily.
• Plans, directs and supervises all activities in a storeroom containing inventory.
• Supervises a small number of clerical and other workers assigned to the storeroom.
• Receives and issues supplies and maintain appropriate records on the computerized system.
• Requests, receives and issues non-pharmaceutical items from NIPDEC Central Stores.
• Prepares and submits periodical reports showing obsolete, expired and excessive stocks for consideration by Disposal Committee.
• Checks goods received and report shortages, breakages and other discrepancies.
• Prepares and signs requisitions, delivery notes, Goods Received Notes and other related documents.
• Ensures the maintenance of established inventory levels of stock items and proper cataloging/storage of inventory.
• Maintains perpetual inventory account using computerized record keeping, completes periodic reports to General Manager Supply Chain Management.
• Liaises with Supply Chain Officer (Purchasing) and suppliers for timely delivery of goods and services.
• Coordinates delivery of goods and services with suppliers.
• Obtains specification for selected items from requesting departments in an effort to initiate procurement.
• Assists in the preparation of budget estimates.
• Ensures all items and equipments needed for use by stores department is functional and available.
• Assists with ensuring an adequate supply of items in the event of a disaster.
• Assists with timely distribution of uniform material to the relevant staff.
• Performs related work as required by the appropriate Authority.

KEY KNOWLEDGE, SKILLS AND ABILITIES

• Comprehensive knowledge of storeroom and supply chain management policies and procedures.
• Sound knowledge of Inventory Management.
• Knowledge of Financial Management Information Systems (FMIS/Great Plains Dynamics).
• Some knowledge of the types and uses of a variety of stores.
• Knowledge of Inventory Management Policies and Procedures specific to the RHA's.
• Knowledge of procurement, financial regulations and other related rules and regulations as it relates to Procurement Process.
• Ability to establish and maintain effective working relationships with other employees and the public.

MINIMUM TRAINING AND EXPERIENCE

• Training as evidenced by completion of CIPS Level 4.
• At least three (3) years' experience in Supply Chain Management (Stores/Inventory Management).
• Computer Literate in Microsoft Office Suite and Great Plains Dynamics.
• Any other equivalent combination of qualification, training and experience.

SUPERVISORY RESPONSIBILITIES

• Supply Chain Assistant I
• Supply Chain Clerk
• Stores Attendant
• On the Job Trainee

COMMUNICATION AND WORKING RELATIONSHIP

Internal:

• General Manager-Supply Chain Management
• Manager-Procurement and Contract
• Manager-Hospital Administration
• Area Administrative Officer
• Supply Chain Officer
• All Members of the Supply Chain Management Unit
• All other Heads of Departments
• Members of staff

External:

• Suppliers
• Government Institutions e.g. C 40.
• Other Regional Health Authorities