Background

The Supplies Officer is responsible for the efficient receipt, inspection, storage, inventory management, and distribution of medical and non-medical supplies within the hospital. The role ensures continuous availability of supplies, accurate inventory records, effective stock control, and compliance with hospital supply chain procedures and inventory management standards.

Responsibilities

Inventory and Stock Management:

• Receive, inspect, and verify incoming supplies against purchase orders and quality standards.
• Maintain accurate records of stock receipts, issuances, transfers, and balances.
• Monitor stock levels and initiate replenishment requests.
• Maintain inventory records within the hospital inventory management system.
• Conduct inventory reconciliations and stock audits.
• Analyze stock movement and inventory requirements.
• Investigate stock discrepancies and implement corrective actions.

Distribution and Supply Operations:

• Issue supplies to hospital departments in a timely manner.
• Ensure all stock issues are properly authorized and documented.
• Support uninterrupted supply of medical and non-medical items.
• Collaborate with procurement and user departments to improve supply chain efficiency.

Warehouse and Storage Management:

• Ensure proper storage and handling of supplies.
• Organize stores according to recommended storage standards.
• Maintain cleanliness, orderliness, and security of storage facilities.
• Monitor expiry dates to minimize losses from expired, damaged, or obsolete stock.

Reporting and Compliance:

• Prepare inventory reports and stock status updates.
• Support periodic inventory audits.
• Ensure compliance with inventory management procedures and warehouse standards.
• Maintain accurate documentation for inventory accountability.

Qualifications and Requirements

Education:

• Bachelor's degree in Procurement and Supply Chain Management
• Bachelor's degree in Logistics
• Bachelor's degree in Business Administration
• Bachelor's degree in Commerce
• Bachelor's degree in a related field
• Professional qualification in Procurement and Supply Chain Management (Preferred)

Experience:

• Minimum of 3 years of experience in stores management, inventory control, supplies management, logistics operations, inventory management systems, warehouse operations, and stock control processes.
• Experience in a healthcare institution or pharmacy stores is preferred.

Technical Skills:

• Inventory management
• Stock control
• Warehouse operations
• Inventory reconciliation
• Stock auditing
• Inventory management systems
• Microsoft Office Suite
• Supply chain operations
• Inventory reporting
• Procurement support
• Stock analysis
• Record management

Soft Skills:

• Written communication
• Verbal communication
• Organizational skills
• Record keeping
• Attention to detail
• Accuracy
• Problem solving
• Decision making
• Planning
• Time management
• Team collaboration
• Professionalism
• Integrity
• Accountability

Expected Outcomes

• Accurate inventory records and stock accountability.
• Continuous availability of medical and non-medical supplies.
• Reduced stock losses, expiries, and inventory discrepancies.
• Timely receipt, storage, and distribution of supplies.
• Efficient inventory management and replenishment processes.
• Well-organized, secure, and compliant storage facilities.
• Timely preparation of inventory reports and stock status updates.
• Improved operational efficiency through effective supplies management.

• Receive, inspect, and verify incoming supplies against purchase orders and quality standards.
• Maintain accurate records of stock receipts, issuances, transfers, and balances.
• Monitor stock levels and initiate replenishment requests.
• Maintain inventory records within the hospital inventory management system.
• Conduct inventory reconciliations and stock audits.
• Analyze stock movement and inventory requirements.
• Investigate stock discrepancies and implement corrective actions.
• Issue supplies to hospital departments in a timely manner.
• Ensure all stock issues are properly authorized and documented.
• Support uninterrupted supply of medical and non-medical items.
• Collaborate with procurement and user departments to improve supply chain efficiency.
• Ensure proper storage and handling of supplies.
• Organize stores according to recommended storage standards.
• Maintain cleanliness, orderliness, and security of storage facilities.
• Monitor expiry dates to minimize losses from expired, damaged, or obsolete stock.
• Prepare inventory reports and stock status updates.
• Support periodic inventory audits.
• Ensure compliance with inventory management procedures and warehouse standards.
• Maintain accurate documentation for inventory accountability.

• Inventory management
• Stock control
• Warehouse operations
• Inventory reconciliation
• Stock auditing
• Inventory management systems
• Microsoft Office Suite
• Supply chain operations
• Inventory reporting
• Procurement support
• Stock analysis
• Record management
• Written communication
• Verbal communication
• Organizational skills
• Record keeping
• Attention to detail
• Accuracy
• Problem solving
• Decision making
• Planning
• Time management
• Team collaboration
• Professionalism
• Integrity
• Accountability

• Bachelor's degree in Procurement and Supply Chain Management
• Bachelor's degree in Logistics
• Bachelor's degree in Business Administration
• Bachelor's degree in Commerce
• Bachelor's degree in a related field
• Professional qualification in Procurement and Supply Chain Management (Preferred)
• Minimum of 3 years of experience in stores management, inventory control, supplies management, logistics operations, inventory management systems, warehouse operations, and stock control processes.
• Experience in a healthcare institution or pharmacy stores is preferred.