Supply Chain Supervisor

PRIMARY ROLE

Supervise the daily operations of the Doctors Hospital Supply Chain Department to ensure that medical supplies, consumables and other approved goods are available, accurately recorded, safely stored and delivered when needed. Coordinate staff, purchasing follow-up, receiving, customs clearance, stock control and internal distribution under the direction of the Supply Chain Manager. Support safe patient care through reliable supply availability, effective inventory controls and prompt resolution of operational issues. Pharmaceutical procurement, storage and dispensing remain the responsibility of the Pharmacy team; coordinate with Pharmacy where shared logistics require support. RESPONSIBILITIES: Team Supervision and Daily Operations

• Allocate daily duties, set priorities and coordinate staffing to meet routine and urgent departmental requests.
• Supervise receiving, picking, issuing, returns and deliveries; check that staff follow approved procedures and maintain complete records.
• Train and orient staff, provide coaching, monitor performance and escalate attendance, conduct or capability concerns to the Supply Chain Manager.
• Coordinate handovers and coverage during absences, emergencies and periods of increased clinical activity.
• Maintain effective communication with clinical departments, Finance, Front Office, Pharmacy, CSSD and other hospital teams.
• Assist the Supply Chain Manager with Capex and budget planning and Capex relatable.

Inventory Control and Storage

• Monitor stock levels, usage, reorder points, lead times and agreed minimum stock levels; recommend replenishment or adjustments to prevent shortages and excess stock.
• Oversee cycle counts and quarterly physical inventory counts; investigate variances with the Supply Chain Registrar and submit findings and proposed corrections for approval.
• Maintain accurate item, unit of measure, location, bin, batch and expiry records where applicable; ensure stock movements are entered promptly in the inventory system.
• Apply First Expiry First Out for items with expiry dates and First In First Out where appropriate; monitor slow-moving, obsolete, damaged and near-expiry stock.
• Ensure supplies are labelled, secured and stored under manufacturer requirements, including appropriate environmental conditions and separation of hazardous items.
• Quarantine damaged, expired, recalled or unsuitable goods and coordinate approved returns or disposal under hospital waste management procedures.
• Maintain traceability and control of consignment stock, loaned supplies and stock returns; reconcile balances and follow up replenishment or outstanding returns.

Procurement Receiving and Logistics

• Review approved requisitions and coordinate purchase order preparation and follow-up with the Supply Chain Registrar within delegated authority.
• Obtain quotations and support supplier comparisons, pricing reviews and replenishment planning; refer purchasing commitments and exceptions for approval.
• Coordinate customs documentation, shipment tracking, collection and delivery to avoid unnecessary clearance delays.
• Verify goods against purchase orders, packing lists and invoices for quantity, specification, condition, expiry and completeness; ensure receipt documentation is accurate.
• Record and follow up shortages, damage, incorrect items and delivery discrepancies with suppliers and shipping agents; escalate unresolved issues.
• Inform requestors of availability and delays, prioritize urgent clinical requirements and arrange approved alternatives with the relevant clinical team.
• Monitor supplier delivery performance and communicate recurring issues and corrective action recommendations to the Supply Chain Manager.

Internal Distribution and Third-Party Transactions

• Ensure supplies are picked accurately and delivered with the required stock delivery slip; obtain recipient acknowledgement before records are submitted for posting.
• Verify stock returns against completed forms and ensure approved returns are recorded and stored appropriately.
• Coordinate approved sales and loans with the Registrar and Finance or Front Office; protect stock needed for patient care and maintain issue, return and invoice records.

Systems Reporting and Improvement

• Support inventory system implementation and ongoing use, including item and location data checks, barcode processes, staff training and timely transaction recording.
• Investigate discrepancies between physical stock and system records, coordinate corrections within approval limits and escalate integration or charge capture issues.
• Prepare regular reports on stock availability, inventory accuracy, expiry risk, outstanding orders, supplier delays and operational performance.
• Review departmental procedures, identify avoidable waste and delays, and recommend practical improvements to service and cost control.
• Support budget planning by providing usage, replenishment and operational cost information; maintain records for audit and management review.
• Assist the Supply Chain Manager with capital expenditure (CAPEX) and budgeting planning by obtaining quotations based on each department’s need ands and meeting with department heads to confirm that supplier quotations, specifications and proposed product align with their requirements.

PARTICIPATION IN COMMITTEE ACTIVITIES

Attend assigned committee meetings and actively contribute to hospital quality, patient safety, emergency preparedness and accreditation activities, including Joint Commission International requirements where applicable. Complete assigned actions and maintain evidence of compliance within the department.

ON CALL AND EMERGENCY DUTIES

Participate in the departmental on-call roster and respond to urgent supply requirements in accordance with the employment contract and hospital policy. Where the hospital’s standard call-out requirement applies, respond within thirty minutes and report for duty within one hour unless an alternative is approved. Support emergency supply readiness and continuity arrangements.

QUALIFICATIONS AND KNOWLEDGE REQUIREMENTS

• Diploma or degree in Supply Chain Management, logistics, Business Administration or a related field preferred; an equivalent combination of education and relevant experience may be considered.
• At least four years of inventory, warehouse or supply chain management experience, including experience coordinating or supervising staff; hospital experience preferred.
• Knowledge of medical supplies, inventory controls, purchasing processes, receiving, customs clearance and safe storage practices.
• Proficiency in Microsoft Excel and inventory or IMS systems; experience with NetSuite or similar systems preferred.
• Clean, valid driver’s license for duties requiring driving; valid forklift certification where equipment operation is assigned.
• Strong written and verbal communication, customer service, problem-solving and organizational skills.

ADDITIONAL SKILLS AND ABILITIES

• Lead Demonstrated leadership and supervisory skills, with the ability to motivate, coach, and develop team members.
• Strong organizational and time-management skills, with the ability to prioritize competing demands and meet deadlines.
• Excellent communication and interpersonal skills, with the ability to build effective working relationships across departments.
• Strong problem-solving and decision-making skills, with the ability to identify issues and implement practical solutions.
• Ability to maintain confidentiality, professionalism, and a high level of accountability in all aspects of the role.

ACCOUNTABILITY

The Hospital Supply Chain Supervisor reports to the Supply Chain Manager or designate and is accountable for daily staff coordination, reliable supply distribution, accurate stock controls and compliance with approved departmental procedures. Purchasing, stock adjustments, write-offs, pricing exceptions and other commitments must remain within documented delegated authority; matters outside that authority must be escalated. TRAVEL: Local travel may be required between the hospital, warehouses, clinical sites, suppliers, customs facilities and third-party shippers.

PHYSICAL, MENTAL & ENVIRONMENTAL REQUIREMENTS

• Work across hospital and warehouse settings, with periods of standing, walking, sitting, pushing, pulling, bending, kneeling and reaching.
• Lift or move supplies up to 45 lbs. Using safe handling techniques and assistance or equipment where required.
• Manage time-sensitive requests and interruptions while maintaining attention to detail and safe working practices.
• Follow hospital infection prevention, occupational safety and hazardous material handling procedures.

All requirements may be modified to reasonably accommodate individuals with disabilities. GENERAL PROVISIONS: This description outlines the principal responsibilities of the role and does not list every duty. Other related duties may be assigned within the remit of the Supply Chain Department