Procurement and Inventory Assistant (Reliever)

*This is a temporary position required from June 2024 to August 2024".

The Procurement and Inventory Assistants’ basic function is generally clerical and support staff in all procurement requests and orders from the whole hospital. Every department needs only be entertained by this person if the request/order is approved by the Executive Director & Finance Director. They will be directly overseer and supervised by the Procurement & Inventory Supervisor specifically on how he/she behaves, performs, and delivers his/her essential duties and responsibilities. As a Procurement and Inventory Assistant, he/she is expected to receive, release prepare & submit reports, monitor, and update records about the inventory of stocks related to housekeeping supplies, office supplies, maintenance supplies, and implants within the premises and following established policies, guidelines and procedures of the Procurement & Inventory Office, Finance Department and of the whole hospital.

ESSENTIAL DUTIES & RESPONSIBILITIES:

I. 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. He/she acts as a reliever in the absence of Purchasing Assistant

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.

II. 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.

III. Inventory Monitoring:

Monitors and updates any changes of inventories such as but not limited to medical and pharmacy supplies, housekeeping supplies, office supplies, maintenance supplies, and implants with due diligence and accuracy.

Submits to the Procurement & Inventory Supervisor request for additional stocks as replenishment to meet the standard inventory stock level for all inventories such as but not limited to medical and pharmacy supplies, housekeeping supplies, office supplies, maintenance supplies, and implants.

Monitors, checks, and ensures that all inventory items are safely stored and free from damage, placed at appropriate locations, clean and orderly arranged, and with proper identification for easy and fast issuance at all times.

Conducts regular inventory counts monthly, quarterly, and annually such as but not limited to medical and pharmacy supplies, housekeeping supplies, office supplies, maintenance supplies, and implants as prescribed by both internal and external audit policy with the supervision and guidance of the Procurement & Inventory Supervisor. To includes identifying expired goods/items and submitting reports as to the result of the audit subject for review by the Procurement and inventory Supervisor.

IV. 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.

Other Functions:

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.

OTHER DUTIES

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.

EDUCATION/EXPERIENCE REQUIREMENTS:

Minimum Education Required: BS in logistics, business administration, or relevant field

Licenses/Certifications Required; if any: Driver’s License, preferred but not required.

Minimum Experience Required: At least one (1) year of experience relevant to the job

KNOWLEDGE, SKILLS & ABILITIES:

Excellent Organizational Skills,

Ability To Prioritize,

Ability To Work Well Under Limited Supervision.

Proficient in Computer and Software Used In The Hospital

Good understanding of supply chain procedures

Knowledge of market research

Excellent written, verbal, and telephone communication skills.

Excellent communication, negotiation, and interpersonal skills

Excellent problem-solving skills.

Demonstration of honesty and integrity in the handling of financial resources.