Inventory Officer
Kiambu, Central, Kenya
Full Time
Mid Level
ESSENTIAL DUTIES:
Receiving of Stocks/Items:
Issuance of Stocks/Items:
Procurement Support:
Accounts Payable:
Coordination and Documentation:
Quality Management:
Occupational Safety and Health
Safeguarding
OTHER DUTIES
Please note this position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the co-worker for this position. Duties, responsibilities and activities may change at any time with or without notice. Co-worker must perform other tasks, duties, and projects as assigned.
Minimum Experience
1. At least a Bachelors degree in Business Management with specialization in Supplies and Purchase Management 2. 3-4 years’ experience in a procurement and Warehouse or related field. 3. Certificate in Computer Studies. 4. BS in logistics, business administration, or relevant field is an added advantage 5. Driver’s License, preferred but not required.
Receiving of Stocks/Items:
- Receives at hospital premises all delivered goods, items, products, and equipment duly purchased by the hospital from the supplier and to include also a gift in kind (GIK) or freebies with proper documentation and declaration. All received items must have been reviewed against invoices and purchase orders (PO). To ensure the right quality, the right quantity of products is on hand and in good condition.
- Reports and declares directly to the Procurement & Inventory Supervisor any discrepancy against the invoices and purchase order (PO) as well as damage or not in good condition based on initial assessment. Always observe proper documentation of such incidents.
- Prepares to receive a report of all received items, goods, products, and equipment in a timely manner and submits to the Procurement & Inventory Supervisor for review.
Issuance of Stocks/Items:
- Releases all items/goods as stock in charge of medical supplies inventory to various requesting offices and departments based on the approved requisition slip. To include also as a reliever in the absence of the non-medical supplies stock In-charge as the need arises.
- Submits monthly issuance reports of assigned inventories in a timely manner at all times with supporting documents to the Procurement & Inventory Supervisor.
- Submits to the Procurement & Inventory Supervisor request for additional stocks as replenishment to meet the standard inventory stock level for such as but not limited to medical, pharmacy, and other supplies inventory.
Procurement Support:
- Raising centralized supplies and external requisitions.
- Raising LPO’s (Local Purchase Orders).
- Assist in stock-taking exercises after every three months.
- Sourcing quotations/proforma invoices for procurement needs.
- Compiling a report for LPOs and ERFs (External Requisition Forms) raised for monthly reports.
- Encodes completely all entries of Inventory Consumed (5140), GIK Usage (5160), Inventory Obsolesce (5180), and Inventory (1410) in the system with attention to detail and accuracy as may be assigned and subject to review of the Procurement & Inventory Supervisor.
- Files all relevant documents and records of the procurement and inventory department in an orderly manner, chronologically arranged, safely kept, and well protected from any form of damage. It is easily retrieved in cases of verification, reviews, and audit purposes.
- Performs such other function/s as may be requested by the Procurement & Inventory Supervisor to bring forth order and benefit to the operation and welfare of the whole hospital but within the limits and premise of his/her capacity, influence, job duties, responsibilities, and accountability. Thus, it is not detrimental to her/his health, job position, and security.
Accounts Payable:
- Encodes accounts payable (AP) entries in the system accurately based on the received invoices and other supporting documents. This is to include filling out requests for payment forms and submitting them to the Procurement & Inventory Supervisor for review.
Coordination and Documentation:
- Coordinate with requesters to ensure that the right materials needed are procured, including identifying samples if necessary.
- Maintain appropriate records to ensure that the procurement process, decisions, and contractual agreements are accurately documented for accountability and audit purposes.
- Updating the fixed asset register as required.
- Assisting in the physical procurement of cash-requested supplies.
- Liaising with the Accounts department to ensure suppliers are paid on time.
Quality Management:
- Ensure compliance with all the requirements of the quality management system (SafeCare).
Occupational Safety and Health
- Maintain and Manage OSHA Standards in Cleanliness, through Implementation of the Housekeeping OSHA Policy
- Uphold the highest standards of quality and efficiency in line with hospital quality programs (e.g. Safecare, DOH, etc.) requirements.
- Ensure a safe and secure work environment by strictly adhering to infection prevention and control protocols such as but not limited to handwashing, wearing of PPE, etc.
- Commit to sustainable and eco-friendly work practices by minimizing waste, optimizing resource usage and actively participating in initiatives that promote environmental stewardship.
Safeguarding
- Compliance with the requirements of the CURE child protection and safeguarding policies
OTHER DUTIES
Please note this position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the co-worker for this position. Duties, responsibilities and activities may change at any time with or without notice. Co-worker must perform other tasks, duties, and projects as assigned.
Minimum Experience
1. At least a Bachelors degree in Business Management with specialization in Supplies and Purchase Management 2. 3-4 years’ experience in a procurement and Warehouse or related field. 3. Certificate in Computer Studies. 4. BS in logistics, business administration, or relevant field is an added advantage 5. Driver’s License, preferred but not required.
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