SUPPLY COORDINATOR

Maintain active liaison with departments concerning instruments, equipment, supplies, inventory and non-inventory requirements, as applicable. Expedite urgent/priority Special Purchase Requisition (SPRs) through the system and track receipt of requested items by the end user department.

• Expedite purchasing requests for assigned departments including corrective and preventive maintenance, new work requests for on and off-site facilities.

• Coordinate and follow up with receiving section, Project Task Force (PTF), warehouse and procurement as applicable regarding items that are to be delivered and withdrawn from the warehouse.

• Prepare forms such as purchase requests, justification and technical specification for capital equipment and provide them to appropriate departments.

• Conduct cyclic inventory for items prior to issuance of purchase orders in coordination with concerned departments or sections. Provide regular updates to all relevant assigned areas.

• Examine all incoming instruments, equipment and supplies to a certain orders and ensure completeness and acceptable condition on arrival. Follow up on defective or incorrect orders and deliver to the appropriate location in a timely and efficient manner.

• Provide up to date reports for all supplies handled including reliability, quantity and expiration date. Check items expiry dates and record them accurately in the system.

• Coordinate with procurement and planning regarding items with short expiry dates with view to extend return or exchange due dates with the vendor. Collaboratively work with the disposal committee.

• Coordinate with department staff, vendors and subcontractors on material supply matters and on specially required spare items. Meet with vendors in coordination with logistics concerning quality, availability and to obtain quotes on various supplies. Inform on price changes with the appropriate people.

• Ensure daily case carts are organized according to procedure to be performed, maintain correct stock quantities and keep records.

• Responsible for accurately maintaining supply records for all assigned departments and sections, ordering supplies and make sure they are available when needed. Coordinate the evaluations, trialing, replacement, disposition and upgrade of instruments and equipment or supplies.

• Liaise with the Central Sterile Supply Department (CSSD) to ensure all equipment items are properly sterilized before delivery for use by any department. Monitor sterile equipment and supplies handling and storage, identify outdates, contaminated or obsolete items and remove them. Adhere to quality control practices and hospitals infection control and safety protocols in matters to do with supplies.

• Monitor consumption of consumable and non-consumable stock items, advising procurement and planning and assigned departments of urgent spare shortages.

• Perform other job related duties.

Area specific software, tools and equipment

• Microsoft Office Suite, Oracle
Relationships and Communications
 • Work-stream leads; routine daily contact with Logistics (Receiving, Warehouse, Procurement), Project Task Force and CSSD, as applicable

• All Internal and external disciplines
Decisions and Judgments
• Expected to use critical-thinking skills to reach objective conclusions

• The ability to be aware of normal hazards and take appropriate precautions
Mental Demands
• High paced environment with intense deadlines
Physical Demands
• Perpetual interactions with relevant stakeholders

Work Experience: Minimum of 3 (three) years’ position-related practical experience in similar setting/ environment – Essential

Business Administration and Management