Job Descriptions

Purpose of the
Role
The post holder will provide administrative support within the Supplies Department and is
primary administrator for the Department. Liaise with all staff/personnel in the Hospital
wards and departments to ensure effective communication when responding to request
and/or queries promoting a professional manner at all times. Processing of stock requisition
to stock issues within the agreed delivery schedule. Ensure completion of
queries/discrepancies in relation to stock issues and stock returns. Ensure that timely and
accurate information is supplied to the Buyer Planners – information / requests from areas,
reorder information etc.
The Supplies Department is responsible for providing all wards and departments with a cost
effective and efficient service in terms of goods and services purchased and distributed.

Principal Duties
and
Responsibilities
Professional Duties and Responsibilities:
 Processing of stock requisition to stock issues within the agreed delivery schedule.
 Ensure completion of queries/discrepancies in relation to stock issues and stock
returns.
 Ensure that timely and accurate information is supplied to the Buyer Planners –
information / requests from areas, reorder information etc.
 Liaise with all staff/personnel in the Hospital wards and departments to ensure
effective communication when responding to request and/or queries promoting a
professional manner at all times.
 Assist the Buyer/Planner(s) in obtaining accurate information for the processing of
purchase orders.
 Provide all administration support to the Supplies Department to include the
placing of purchase orders as directed.
 Ensure that stock request sheets are updated and reviewed periodically in
consultation with the Hospital wards and departments to ensure accuracy of
information.
 Maintain and develop appropriate record systems within the Supplies Department
i.e., catalogues, price lists, etc.
 Expedite outstanding orders.
 Assist in physical stock takes as required.
 Provide Departmental operational cover when required and as directed.
 Retrieval and presentation of information in various formats, i.e., spread sheets.
 Duties associated with general administration and clerical role – answering
telephones, adherence to procedures, filing, etc.
 Main administrative contact for the Supplies Office.
 Liaise and co-operate with all Hospital personnel in relation to Supplies activities.
 Any other duties that may be assigned from time to time by the Supplies Team
Leader or Contracts & Procurement Manager.
 Play an active role in the transfer of the services to the new National Paediatric
Hospital site participating in user committees as required.
 Assist in the control of receipt, issue and replenishment of stocks
Procurement Administrator Supplies Officer Grade D (III) – Job Description
 Ensure that regular random stock checks are carried out, and to assist in stocking
when required.
 Assist with certification of invoices to ensure accuracy in costing of supplies.
 Assist in the sourcing and purchasing of items as directed.
 Maintain and update all filing within the Department.
 Participate in Stock Cycle counts as required.
 Participate actively in Monthly and Annual Stock-takes.
 Ensure adherence to Hospital Policies and Procedures from both procurement
prospective but also from a statutory position.
 Ensure adherence to purchasing standard operating procedures.
 Ensure adherence to vendor & product approval policies.
 Be actively involved in the change management process.
The above is not intended to be a comprehensive list of all duties involved and
consequently, the post holder may be required to perform other duties as appropriate to
the post which may be assigned to him/her from time to time and to contribute to the
development of the post while in office.

Eligibility
criteria,
qualifications
and experience
Essential Criteria:
 Have excellent and proven IT competency, this will include ERP System Experience
with particular knowledge of inventory, materials and purchasing modules in
addition to Microsoft Office suite competence. ERP Materials Management System
Experience will be a distinct advantage.
 Excellent organisational and administrative skills.
 ICT Literate must include ERP; Materials & Inventory System Experience.
 Have excellent interpersonal skills and the ability to communicate successfully and
sensitively with patients, public, staff, management and outside agencies.
 Be self-motivated, organized and methodical and have the ability to work under
pressure.
 Proven Ability to work in a high output environment.
 Proven ability to work in team environment and must have high degree of
flexibility.

Desirable Criteria:
 3rd Level Qualification preferred.
 Previous Experience within a similar role, preferably within
Purchasing/Supplies/Materials Management.
 Similar experience in the private sector or health sector.
 Clerical/administration/secretarial skill sets.

Skills

• Communication Skills
• IT Skills
• Teamwork Skills
• Organisational Skills
• Self Motivated
• Excellent interpersonal skills
• Administrative Skills

Experience

• 1+