The primary objective of this role is to fulfill the specific duties and responsibilities outlined within this position. The incumbent will be tasked with executing key functions essential to achieving the department’s strategic goals. This individual will collaborate with cross-functional teams to ensure seamless operations and adherence to established protocols. Additionally, they will be responsible for maintaining accurate records, preparing detailed reports, and addressing any discrepancies in a timely manner. Strong analytical skills, attention to detail, and the ability to work under minimal supervision are required. Proficiency in relevant software applications and a commitment to continuous professional development are also necessary.
To oversee the receipt, organization, and distribution of consignment items, including medical-surgical supplies, pharmaceuticals, pathology and radiology materials, food and beverage provisions, engineering components, capital expenditure (CAPEX) items, and general store inventory, as well as non-inventory materials necessary for hospital-wide operations, outreach programs, and University Centre users. Additionally, maintain precise records and generate accurate reports detailing inventory levels within designated areas of responsibility.
Oversee a range of operational duties, including the planning, coordination, and execution of tasks to ensure timely and efficient completion of projects. Collaborate with cross-functional teams to align efforts and achieve organizational objectives. Monitor progress, evaluate performance, and implement corrective measures as needed to maintain productivity and quality standards. Serve as a liaison between departments, facilitating communication and resolving interdepartmental issues to streamline workflows. Conduct regular assessments of processes to identify opportunities for improvement and drive innovation. Ensure compliance with company policies, industry regulations, and safety protocols to mitigate risks and uphold operational integrity.
Responsible for overseeing the designated warehouse and/or Sub Store operations.
Handle incoming service material requests submitted by end-users.
Ensure the precise and prompt issuance of items.
Accurate and timely posting, updating, and issuance of transactions and items must be ensured within the system.
Items must be organized in a manner that ensures clear identification and full traceability while maintaining safety and neatness.
Proactively monitor inventory levels to anticipate and prevent stock outs by notifying the purchaser whenever items are approaching critically low quantities.
To determine the ideal restocking levels for inventory items, analyze current stock levels and consumption trends to recommend the most suitable replenishment quantities.
Responsibilities include receiving inventory from vendors in accordance with purchase orders, conducting thorough inspections to validate both quantity and quality.
Accurate and on-time receiving and verification of invoices and forwarding to Finance for processing.
Assist in maintaining minimum stock days.
Ensure the integrity and compliance of all received goods from vendors, warehouses, and sub-stores by conducting thorough quality inspections.
Proactively address unresolved issues reported by end users to ensure timely resolution and acceptance.
To ensure optimal stock rotation, strictly implement the First-Expired-First-Out (FEFO) methodology for all stock movements.
Oversee a minimum threshold of expirations and obsolete inventory to ensure efficient stock control and adherence to company policies.
Participate in quarterly inventory audits to ensure accurate stock records and minimize discrepancies.
Ensure the daily submission of the checklist and the timely submission of monthly bulk SPR for inventory replenishment, slow-moving inventory, approved disposal forms, and QVR reports.
Additional responsibilities may be assigned by the PSCMD Supervisor, Assistant Managers, Managers, or PSCMD Leadership, including providing support to the role and responsibilities of the Purchase Assistant.
Seeking a candidate with a strong academic background and relevant professional experience in the field. The ideal applicant must demonstrate proficiency in key technical skills, including but not limited to software development, project management, or data analysis. Additionally, proven experience in a similar role, along with a minimum of three years in a related position, is required. Strong communication abilities, both written and verbal, are essential to effectively collaborate with team members and stakeholders. Familiarity with industry-specific tools, methodologies, and best practices is also a must. The role demands a detail-oriented individual capable of meeting deadlines while maintaining high standards of accuracy and efficiency.
Obtaining a recognized diploma or certification in a business-related field is required.
Membership in the Chartered Institute of Purchasing & Supply (CAPS), the Chartered Institute of Logistics (CULT), or the Kenya Institute of Supplies Management (KISS) will be highly valued.
No fewer than two years of professional experience in a corresponding field or work environment is required.
Proven ability to effectively utilize Microsoft Office Suite, specifically Microsoft Excel and Microsoft Word, is required.
Demonstrates strong teamwork capabilities, takes initiative, and approaches tasks with a proactive mindset.
Proven ability to deliver exceptional customer service, coupled with strong interpersonal and communication skills, ensuring positive interactions and clear, effective exchanges with clients and team members alike.
Must be capable of lifting heavy boxes, climbing, and bending as necessary.
Proficiency in warehousing and inventory management processes is required.
Qualifications
Diploma
Experience Required
2 years
