Stores Officer

Role Overview

Stores Officer at NMC Healthcare. The role oversees the ordering, receiving, inspecting, storing, issuing and shipping of equipment, materials and supplies for hospital departments, and manages and supervises personnel assigned to the department.

Role Purpose

Ensure efficient procurement, storage, inventory management and distribution of hospital supplies and materials while maintaining compliance with budgetary guidelines, quality standards and regulatory requirements. Lead storeroom operations and supervise assigned staff to support uninterrupted supply to all hospital departments.

Key Responsibilities

Procurement & Ordering

• Order, receive or oversee the ordering and receipt of material, stock and supplies for the hospital using the department's computer system to maintain verification of all transactions.
• Research cost, quality and availability of goods; select appropriate goods and vendors; make purchases that comply with departmental budgetary guidelines.
• Prepare Material Requisition Notes (MRN) or Purchase Orders to NMC Trading Est. and local purchase orders for non-medical items.
• Compile orders for purchasing and verify receipt of orders with Accounts Payable.

Quality Assurance & Inspection

• Inspect items received for accurate weight, count and condition; verify that stock meets specifications and that orders are complete.
• Resolve order problems with vendors and departments.
• Receipt and inspect incoming deliveries of materials to Cathlab from suppliers on a consignment basis.
• Assist hospital staff in evaluating new products and suggesting product substitutions when necessary.

Storage & Inventory Management

• Store articles by style, size, material and other criteria according to department procedures; rotate supplies to ensure items do not expire before use.
• Maintain a clean, sanitary and orderly storeroom; make decisions regarding physical layout of the storeroom.
• Perform inventory of storeroom supplies on a weekly and semi-annual basis; supervise inventory maintenance and determine redistribution actions for stored goods when necessary.
• Conduct physical verification of inventory on a monthly basis.
• Conduct half-yearly stock taking in all departments and inform Management of near-expiry products.
• Conduct month-end stock taking in main store to scrutinize discrepancy reports.
• Perform physical verification of documents and inventory control using Tally-based inventory package.

Distribution & Fulfillment

• Deliver goods to appropriate hospital on a routine or STAT basis; oversee delivery or distribution of goods by filling requisitions and comparing nomenclature and stock numbers.
• Maintain records of stock received and issued to departments.
• Follow up on daily consumption in all sub-stores to maintain minimum stock levels.
• Reconcile stock transfer reports from the main warehouse.

Budget & Financial Management

• Monitor the storeroom budget by maintaining records of expenditures and reconciling accounts.
• Document storeroom operations for billing and inventory control.
• Evaluate supply needs based on turnover rates, cost, perishability, hazardous nature of goods and storage limitations.

Planning & Coordination

• Consult with departments in planning the range and quality of materials to be stocked.
• Coordinate with concerned Doctors and Technicians regarding issues and inventory matters.

Staff Supervision

• Supervise the activities of other Storekeepers by training, directing or assigning work.
• Provide goals and objectives to team members.
• Evaluate performance of assigned staff; assist in the interviewing process.
• Give work direction in the Manager/Supervisor's absence.

Qualifications & Experience

• Bachelor of Commerce (B.Com.) degree or equivalent.
• Previous storeroom supervision and/or employee leadership experience preferred.
• Appropriate related trainings or seminars in Store Management advantageous (i.e., ISO 9000 awareness certificate, Diploma in Imports and Exports Management).

Skills & Competencies

• Computer literate.
• Physical inventory management and stock control systems.
• Tally-based inventory package proficiency.
• Good English spoken and written; Arabic language advantageous but not essential.
• Ability to demonstrate potential to perform the essential functions of the job as outlined in the position description.