Supply Chain Officer

REPORTS TO: Supply Chain Manager

CLASS: TYPE: Full-Time

PRIMARY ROLE

• The Supply Chain Officer is the first point-of-contact in the supply chain process and works
• closely together with the hospital supply chain manager to define a realistic and committed supply
• plan for all orders, and then helps to coordinate and support all functions within the department,
• performing duties in the internal order fulfilment process.
• The individual receives packages as well as carries out clearing goods from customs. The position
• holder must be able to maintain good inventory management processes in order to meet the hospital’s
• supply chain goals.

RESPONSIBILITIES

• Performs physical inventory check – pulling out of orders.
• Confirms inventory level to Supply Chain Registrar (SCR).
• Conducts initial correspondence with vendors (Supply and Development Meeting).
• Submit documents to customs for clearing of goods in a timely manner.
• Pick up goods or receive delivery from the vendor in the specified location.
• Inspects and compares goods received to corresponding purchase orders and invoices, and sign off

on the invoices.

• Check for completeness, damages and urgency of goods received.
• Inform suppliers and records on delivery receipt for incomplete order and damaged items.
• Notify requestor of items availability; explain delivery disparities if any.
• Deliver supplies urgently needed to the requestor.
• Separate hazardous items from non-hazardous inventory stock.
• Ensure that both hazardous and non-hazardous inventory are properly label and stored in a

secured and environmentally conditioned storage.

• Perform regular inspection of goods: Expired, obsolete or damaged.
• Adheres to Hospital Waste Management protocol.
• Store items based on First-In First-Out method.
• Pull-out inventory stock from storage (First-In-First-Out Method).
• Conduct inventory count and provide quarterly physical inventory count with expiry list to SCR.
• Check the duly completed stock return form with the items returned and provide stock return form

from requestor to SCR.

• Deliver inventory to Requestor (w/stock delivery slip).
• Ensure that the requestor has signed off on the delivery slip prior to submission to SCR (for

both urgent and regular requests).

• Provide self-evaluation report to supply chain manager (SCM) and discuss for feedback

(Quarterly).

• Provide clarifications to SCM on checklist discrepancies (Monthly).

PARTICIPATION IN COMMITTEE ACTIVITIES

• The employee, as part of his/her job description shall take part in the activities of any committee
• that he/she is assigned by his/her supervisor, and is expected to attend all scheduled meetings.
• The employee further agrees to be an active participant in assigned activities related to DH
• attaining and maintaining Joint Commission International (JCI) Accreditation.

ON-CALL EMPLOYEE

• The Employee may on occasions be subject to “call out” and when called is required to respond
• within thirty minutes, and to report for duty at the Hospital within one hour of receiving the
• call, unless they have obtained approval to the contrary. All employees are expected to be
• available in the event of emergencies.
• Failure to do so constitutes a serious breach of contract, which may lead to disciplinary action
• including termination of employment. Notwithstanding the preceding requirements, in accordance with
• the Labour Law, you shall not be required to be on duty more than six days in any seven-day period,
• unless mutually agreed by you and the department manager.

QUALIFICATIONS / KNOWLEDGE REQUIREMENTS

• High School diploma preferred or equivalent.
• 4+ years inventory/warehouse experience preferred, or 3+ years’ experience in a Supply Chain

related field.

• Forklift license.
• Clean Driver’s License.
• Knowledge of Medical supplies and Pharmaceuticals preferred.
• Proficient with Microsoft Excel.
• Excellent communications skills; strong people skills, team player. Able to communicate easily

across different hierarchical levels.

• Demonstrated written skills.
• Able to handle stressful, time sensitive situations and quickly identify problems and prioritize

duties, while maintaining a high attention to details.

• Detail-oriented and ability to multitask.
• Excellent telephone etiquette and customer service skills.
• Experience with Inventory Management systems and processes.

ADDITIONAL SKILLS & ABILITIES

• Ability to understand and follow oral and written instructions.
• Ability to set priorities and respond appropriately to urgent requests.
• Establish and maintain good working relationships with other members of the team.
• Physical ability to complete job duties which include lifting, standing, walking, ability to

push, pull, climb, stoop, kneel, reach overhead and rotate trunk for prolonged periods.

• Ability to set priorities and respond appropriately to actual and/or potential life-threatening

situations.

• Ability to work effectively and efficiently under pressure in a stressful environment.

ACCOUNTABILITY

The Supply Chain Officer reports to the Supply Chain Manager or the designate.

TRAVEL

• No travel off-island. However, the SCO is required to travel on any given day between the Doctors
• Hospital, Doctors Hospital Warehouses, HSA, Health City, Cayman Medical Clinics, and or any
• Third-Party Shipper. Travel to Hardware Stores, IT Stores, and Office Supply Stores may be required
• due to the needs of the Hospital Departments.

PHYSICAL, MENTAL & ENVIRONMENTAL REQUIREMENTS

• Employee is required to stand, walk, climb, sit, push, pull stoop, kneel, reach overhead use

hands and fingers and rotate trunk for prolonged periods.

• Some lifting of objects is required for up to 45lbs.
• The noise level in the work environment is usually quiet.

• All requirements may be modified to reasonably accommodate individuals with disabilities.
• This job description does not list all the duties of the job. The post holder may be asked by
• supervisors/managers to perform other duties within the remit of the Supply Chain Department, once
• Page 4 of 4 JOB DESCRIPTION: SUPPLY CHAIN OFFICER
• approved by the HR Manager/Hospital Administration Committee. The post holder’s evaluation may be
• based, in part, on his/her performance of the responsibilities listed in this job description.
• The Management of Doctors Hospital has the right to revise this description; and the post holder
• will be advised in the event that this occurs. This job description is not a contract for
• employment, and either the post holder or the employer may terminate employment at any time, for
• any reason as outlined in the Employment Contract or other written agreement.
• I have read and understand all parts of this job description and acknowledge the high-quality
• standards expected by Doctors Hospital in order to fulfill the requirements of my role, as they
• will form a part of my annual performance evaluation.
• I understand that I am responsible for my attitude and behavior, as well as choice of responses to
• particular situations.