Is responsible for planning, organizing, directing, and controlling all procurement, inventory management, stores operations, receiving bay activities, logistics, and material distribution within the hospital. The role ensures the timely availability of quality medicines, medical consumables, surgical supplies, equipment, non-medical items, and support services while optimizing inventory levels, controlling costs, maintaining regulatory compliance, and supporting uninterrupted patient care. The incumbent is responsible for strategic sourcing, vendor management, warehouse operations, contract administration, and continuous improvement of the hospital supply chain.
Key Roles and Responsibilities
1. Department Leadership and Administration
- Lead and manage the Supply Chain, Procurement, Stores, and Receiving Bay functions.
- Develop departmental goals, policies, Standard Operating Procedures (SOPs), and annual operational plans.
- Establish key performance indicators (KPIs) and monitor departmental performance.
- Supervise purchasing, stores, receiving, inventory, and logistics personnel.
- Foster a culture of accountability, transparency, efficiency, and customer-focused service.
2. Procurement Management
- Plan and execute procurement of medical, surgical, pharmaceutical, laboratory, radiology, engineering, housekeeping, dietary, office, and other hospital supplies.
- Ensure procurement activities comply with approved budgets, procurement policies, and delegated authority limits.
- Prepare, review, and approve purchase requisitions and purchase orders.
- Obtain competitive quotations, conduct comparative analyses, and negotiate pricing, quality, delivery schedules, and contractual terms.
- Ensure timely procurement to avoid stock shortages while minimizing excess inventory.
- Monitor procurement lead times and supplier performance.
3. Vendor and Contract Management
- Identify, evaluate, qualify, and develop reliable suppliers and service providers.
- Conduct vendor selection based on quality, cost, delivery performance, regulatory compliance, and service capability.
- Negotiate contracts, pricing agreements, and service-level agreements.
- Maintain an approved vendor database.
- Conduct periodic vendor performance evaluations and supplier audits.
- Resolve supplier-related issues, disputes, and non-conformities.
4. Inventory and Stores Management
- Ensure efficient receipt, storage, preservation, issuance, and distribution of all inventory items.
- Maintain optimum stock levels using established inventory control methods.
- Monitor fast-moving, slow-moving, non-moving, and critical inventory.
- Ensure proper stock rotation using FIFO (First-In, First-Out) and FEFO (First-Expiry, First-Out) principles where applicable.
- Prevent stock-outs, overstocking, expiry, obsolescence, pilferage, and wastage.
- Conduct periodic inventory reviews and optimization initiatives.
5. Receiving Bay Operations
- Supervise receipt of all incoming materials and supplies.
- Verify deliveries against purchase orders, delivery notes, invoices, and quality specifications.
- Coordinate inspection and acceptance of goods with user departments when required.
- Ensure damaged, expired, incorrect, or non-conforming items are identified, documented, quarantined, and returned to suppliers as appropriate.
- Maintain accurate receiving records and documentation.
6. Warehouse and Material Handling
- Ensure proper storage conditions for medicines, medical supplies, equipment, chemicals, sterile products, and general inventory.
- Maintain temperature, humidity, cleanliness, security, and storage conditions according to manufacturer recommendations and regulatory requirements.
- Implement appropriate labeling, shelving, and inventory identification systems.
- Ensure safe handling of hazardous and sensitive materials.
- Maintain warehouse safety and housekeeping standards.
7. Inventory Control and Distribution
- Issue supplies accurately and promptly to all hospital departments.
- Monitor departmental consumption trends.
- Establish reorder levels, minimum and maximum stock levels, and safety stock.
- Conduct cycle counts and periodic physical inventory verification.
- Investigate inventory discrepancies and implement corrective actions.
- Coordinate interdepartmental transfers of inventory where required.
8. Logistics and Internal Supply Chain
- Coordinate timely movement of materials throughout the hospital.
- Ensure uninterrupted supply to clinical and support departments.
- Optimize internal logistics and material flow processes.
- Support emergency procurement and urgent supply requirements during disasters or critical situations.
- Coordinate transportation of equipment and supplies between hospital facilities where applicable.
9. Financial Management and Cost Control
- Prepare annual procurement and inventory budgets.
- Monitor purchasing expenditures and inventory carrying costs.
- Identify cost-saving opportunities through strategic sourcing, standardization, and contract negotiations.
- Monitor inventory turnover and procurement efficiency.
- Ensure cost-effective utilization of hospital resources without compromising quality.
10. Regulatory Compliance and Quality Assurance
- Ensure procurement and inventory practices comply with applicable healthcare regulations, procurement policies, and accreditation standards (NABH, JCI, or equivalent).
- Maintain traceability of purchased materials where required.
- Ensure proper documentation for audits and inspections.
- Support infection prevention by ensuring availability of approved supplies and compliance with storage requirements.
- Participate in internal and external quality audits.
11. Documentation and Information Management
- Maintain accurate procurement, receiving, inventory, and distribution records.
- Ensure timely updating of inventory management and ERP/Hospital Information Systems.
- Generate reports on procurement activities, inventory status, stock movement, supplier performance, and consumption trends.
- Maintain purchase contracts, supplier records, warranties, and service agreements.
12. Equipment and Asset Procurement
- Coordinate procurement of medical and non-medical equipment in collaboration with user departments and Biomedical Engineering.
- Ensure technical evaluations are completed before procurement.
- Coordinate installation, commissioning, warranty documentation, and vendor support.
- Maintain procurement documentation for capital assets.
13. Risk Management
- Identify and mitigate risks related to supply shortages, vendor dependency, counterfeit products, expired inventory, and supply chain disruptions.
- Develop contingency procurement plans for emergencies.
- Monitor recalls, product safety alerts, and regulatory notifications.
- Ensure prompt action on defective or recalled products.
14. Team Management
- Recruit, train, supervise, and evaluate procurement, stores, receiving, and logistics staff.
- Conduct competency assessments and performance appraisals.
- Provide ongoing training on procurement ethics, inventory management, ERP systems, and regulatory requirements.
- Promote teamwork and continuous professional development.
15. Quality Improvement
- Participate in hospital quality improvement initiatives.
- Monitor departmental quality indicators.
- Implement corrective and preventive actions based on audit findings.
- Improve procurement efficiency, inventory accuracy, and customer satisfaction.
- Support accreditation readiness and continuous compliance.
16. Communication and Coordination
- Collaborate with:
- Medical Departments.
- Nursing Services.
- Pharmacy.
- Laboratory Services.
- Radiology.
- Biomedical Engineering.
- Engineering and Maintenance.
- Housekeeping.
- Finance and Accounts.
- Quality Department.
- Infection Prevention and Control.
- Hospital Administration.
- Maintain effective communication with suppliers, contractors, and logistics providers.
17. Ethical and Professional Responsibilities
- Maintain integrity, fairness, and transparency in procurement activities.
- Avoid conflicts of interest and comply with procurement ethics.
- Ensure confidentiality of commercial information, pricing, contracts, and supplier data.
- Promote environmentally sustainable procurement practices where feasible.
- Comply with hospital policies, codes of conduct, and applicable laws.
Key Performance Indicators (KPIs)
- Procurement turnaround time.
- Purchase order processing time.
- Inventory accuracy rate.
- Stock-out frequency.
- Inventory turnover ratio.
- Percentage of expired or obsolete inventory.
- Vendor on-time delivery performance.
- Procurement cost savings achieved.
- Compliance with preventive stock audits.
- Customer satisfaction from internal departments.
- Audit and accreditation compliance scores.
- Budget adherence.
Required Skills
- Strong knowledge of healthcare procurement and supply chain management.
- Expertise in inventory control, warehouse management, and logistics.
- Vendor evaluation, contract negotiation, and supplier relationship management.
- Financial analysis, budgeting, and cost control.
- Knowledge of ERP, inventory management systems, and Hospital Information Systems.
- Leadership and people management skills.
- Analytical thinking and problem-solving.
- Strong organizational and communication skills.
- Knowledge of healthcare regulatory and accreditation requirements.
- High ethical standards and attention to detail.
Educational Qualification
- Bachelor's degree in Supply Chain Management, Procurement, Logistics, Business Administration, Commerce, Pharmacy, Hospital Administration, or a related discipline.
- Master's degree in Supply Chain Management, Business Administration (MBA), Hospital Administration, or Logistics is desirable.
- Professional certifications such as CIPS, CPSM, CSCP, CPIM, or equivalent are advantageous.
Experience
- Minimum 8–12 years of progressive experience in procurement, stores, warehouse, or supply chain management, including at least 3–5 years in a managerial role.
- Experience in a corporate hospital, multispecialty hospital, or healthcare organization is strongly preferred.
- Demonstrated experience in healthcare ERP systems, inventory optimization, contract management, and regulatory compliance.
Reporting To
- Operations Manager
- Unit Head
Working Relationships
- Medical Departments
- Nursing Services
- Pharmacy
- Biomedical Engineering
- Laboratory
- Radiology
- Engineering and Maintenance
- Finance and Accounts
- Infection Prevention and Control
- Quality and Patient Safety Department
- Housekeeping
- Human Resources
- Information Technology
- External Suppliers, Contractors, and Logistics Providers
Core Competencies
- Strategic planning
- Supply chain leadership
- Procurement expertise
- Financial stewardship
- Negotiation skills
- Decision-making
- Accountability
- Integrity and ethical practice
- Customer service orientation
- Risk management
- Collaboration
- Communication
- Quality improvement
- Regulatory compliance
Note* Candidate should remain flexible to work in all Rotational Shifts including Split Shifts.
Candidates can also WhatsApp their Resume to +96891201610.
When you send your Resume through Email, please super scribe as "Application for the post of Supply Chain and Procurement (Stores, Purchase and Receiving Bay) In-charge/Head of Department at Aster Al Raffah Hospital - Sohar, Oman"
Pay: RO400.000 - RO650.000 per month
Ability to commute/relocate:
- Ṣuḥār: Reliably commute or planning to relocate before starting work (Required)
Education:
Experience:
- relevant Hospital: 9 years (Required)
Language:
- Hindi, English, Tamil, Malayalam, Kannada, Telugu, Marathi (Required)
Location:
Work Location: In person
Arabic
Chinese
French
Russian
Spanish