Assistant Manager/Manager, Purchasing

Key responsibilities

1. ADMINISTRATION

1.1. In charge of all administrative matters and daily activities in the running of the Department.

1.2. Establish objectives and targets for the Department.

1.3. Prepare and administering of the budget for the Department.

1.4. Responsible for the human resource development of the Department, for example, to advise

and collaborate with the Management on manpower planning, distribution of staff, annual staff

performance appraisals, disciplinary related matters and staff job competencies.

1. SOURCING OF ITEMS

2.1. Plan and direct purchasing activities to meet hospital needs.

2.2. Ensure timely procurement of medical and non-medical items with proper documentation and

approvals.

2.3. Ensure all products meet specifications and standards.

2.4. Ensure vendors/suppliers are authorized distributors.

2.5. Procure the best pricing of products.

2.6. Adhere to Group Procurement Office, MCO policies at all times.

1. AUTHORIZATION OF PURCHASES

3.1. Ensure purchase orders are issued to authorised vendors/suppliers.

3.2. Ensure all detailed particulars are in order for the items/products to be purchased.

3.3. Ensure the correct quantity and pricing for items/products to be ordered.

3.4. Ensure commitment to date of delivery to vendors/suppliers.

3.5. Ensure suppliers comply with service level agreements and ethical standards.

1. DELIVERY OF ITEMS

4.1. Monitor delivery schedule for items ordered.

4.2. Ensure items delivered meet the quality, specifications and standards as ordered.

4.3. Follow-up with vendors/suppliers if items are not delivered on time or items do not conform to requests.

1. REVIEW MONTHLY REPORTS

5.1. Analyse reports to determine areas of improvement and determine appropriate plan of action 5.2. Assist in the preparation of reports and analysis.

5.3. Maintain documentation for audit trails and regulatory inspection.

5.4. Review transaction adjustments, stock ledger report and closing.

1. ASSISTING IN BUDGETARY, BUSINESS PLANS AND BUSINESS DEVELOPMENT

6.1. Assist COO for the evaluation, implementation and review for any costing, packages

6.2. and pricing from time to time.

6.3. Prepare and review departmental budget requirements together with the execution of consignment agreements.

6.4. Monitor margin for surgical supplies to remain low and reasonable as per budget.

6.5. Assist the Management with strategic business planning development with emphasis on financial and operational improvements and business growth.

1. MANAGEMENT OF QUALITY ASSURANCE PROGRAMMES

7.1. Assist the Management in developing and implementing the quality improvement activities and customer satisfaction programmes.

7.2. Coordinate via the Internal Audit team to ensure policies, procedures and guidelines are duly observed by staff and performed according to a time schedule and ensure quality service standards and productivity are achieved and improved constantly.

7.3. Participate in Quality Assurance programmes and Quality Improvement activities.

1. STAFF MANAGEMENT

8.1. Develop and implement Department/Unit training programmes and materials as per the Hospital's policies and procedures.

8.2. Facilitate staff work-force planning, development and teaming.

8.3. Provide support and backup to other support service departments.

8.4. Monitor staff compliance with Hospital's policies and procedures.

1. ROLE OBJECTIVE

9.1. Tracking hospitals compliance to group procurement policies; follow up on IA issues, assisting in hospital purchasing (if necessary) and etc.

1. OTHER DUTIES AND RESPONSIBILITIES

10.1. To manage assignments / projects as and when required by the Management.

10.2. To streamline procedures and processes and to ensure staff productivity.

10.3. Monitor quality control measures and provide performance feedback as appropriate.

10.4. To perform any other duties that may be assigned by the Management from time to time.

Qualifications and Experience:

• Preferably possess a Bachelor Degree in Supply Chain Management or its equivalent.

• Relevant experience in the healthcare industry is a preferred pre-requisite.

• Accuracy and effectiveness in relation to established standards.

• Familiarity with hospital-grade medical supplies and pharmaceutical procurement.

• Computer literate (ie basic knowledge in Microsoft and other hospital-specific systems)

• Self-motivated, results-oriented and goal-driven.

• Skilled in using established techniques to perform assigned tasks.

• Budgeting and financial acumen.

• Leadership and organizational ability to lead a team.

• Customer focused.

• Develop and maintain strong working relationships with internal and external customers

• Ethical integrity and transparency.