Inventory Assets Manager (GMG/SEG 1) - Spanish Town Hospital

JOB PURPOSE:

Under the general supervision of the Hospital Administrator, the Inventory/Assets Manager is responsible for overseeing the efficient day-to-day management of the Facility's Inventory and Fixed Asset Department. Incumbent is also responsible for assisting with providing guidance and training to the officers assigned to the Department.

KEY OUTPUTS:

• Budget and Work Plan prepared and submitted;
• Computerized Inventory Control System monitored and maintained;
• Procurement requisitions preparation;
• Implement measures to ensure procurement of goods and services is cost effective;
• Goods received and distributed;
• Invoices are received and posted;
• Fixed Asset Register system maintained;
• Annual Stock taking activities conducted;
• Donations are received and distributed;
• Standard Operating Procedures are developed;
• Employ and maintain strategies to restrict wastage of resources in the organization;
• Board of Survey activities coordinated;
• Staff supervised and evaluated;
• Guidance and support provided to the Departments;
• Individual Work Plans and reports prepared and submitted.

KEY DUTIES AND RESPONSIBILITIES:

Administrative:

• Prepares the Annual Budget, Procurement and Operational plans for the Unit;
• Prepares monthly reports on the operation of the Unit for submission to the Hospital Administrator;
• Develops and implements Standard Operating Procedures (SOPs) for the effective functioning of the Department.
• Acts as a custodian for the warehouse keys; maintains a record of officers assigned keys;
• Ensures that the warehouse is properly organized and goods are secured at all times;
• Assists with the preparation of the Hospital's Disaster Preparedness Plan.

Inventory & Fixed Asset:

• Guides direct reports on policies, processes, and procedures related to inventory and fixed asset management.
• Ensures an effective standardized computerized system of inventory control is implemented.
• Ensures that recurring goods are monitored and requisitions are submitted to the Procurement Unit to avoid stockout;
• Ensures mechanisms are established to address and reconcile any discrepancies that may exist between physical balances and inventory record balances;
• Ensures that invoices/goods are entered and issued in/from the inventory system in accordance with the established procedures and or policies;
• Ensures that invoices are certified and posted in accordance with established policies and procedures, and all the relevant documents are submitted to the Accounts department for payment.
• Prepares and implements a programme for continuous stocktaking to ensure that all items are checked at least once a month (sensitive items require more frequent checking).
• Resolves delivery issues and other inventory/fixed-related matters that have been escalated by the Senior Officers;
• Adheres to the guidelines for the maintenance, retention, and disposition of fixed assets and associated records;
• Ensures safety and security measures are in place to protect the warehouse and the inventory.
• In coordination with the CEO/Hospital Administrator, assists with the development and implementation of a Board of Survey schedule for the Hospital.
• Ensures that all assets purchased are tagged and recorded on the Fixed Asset Register;
• Oversees the proper maintenance of the Fixed Asset Register by ensuring the accuracy and integrity of information recorded related to fixed assets.
• Information includes but is not limited to:
  • Data relating to the stewardship and control of fixed assets;
  • Costs related to the acquisition and disposal (including transfers and retirement) of fixed assets;
  • Expenditures related to fixed assets;
  • Depreciation charges;
  • Impairment charges;
  • Name of supplier/donor and invoice number where applicable.
• Develops and implements systems of control, procedures, and forms for the effective management of fixed assets and compliance with established policies and procedures;
• Ensures all movement/transfer of fixed assets is authorized and properly documented using the required forms;
• Ensures that established schedules for the inspection of equipment and furniture are maintained.
• Ensures that all furniture, equipment, and other office supplies are securely stored at their assigned locations;
• Ensures that all donations received are inventoried properly and are distributed in accordance with established policies/procedures and/or donor agreements.
• Inspects or coordinates the inspection of donations received prior to distribution;
• Ensures that assets recommended for the Board of Survey comply with established policies/procedures for the disposal of assets;
• Reviews and compiles data submitted for items to be board surveyed by the Parish Units and submits reports to the Hospital Administrator;
• In coordination with the Human Resource Department and the Hospital Administrator; coordinates and plans training for the Officers assigned to the Department.

Human Resource Management:

• Provides leadership and guidance to direct reports through effective planning, delegation, communication, training, and mentoring;
• Liaises with the Human Resource Management Department for direction on matters pertaining to the welfare of staff; leave and benefits queries so that staff can be accurately advised;
• Prepares and revises work schedules and assignments for staff.
• Prepares individual work plans as well as ensures work plans for staff are prepared and submitted;
• Manages and reports conflicts/grievances between staff;
• Monitors and evaluates the performance of staff under direct supervision;
• Ensures that Probationary and Annual Performance Evaluation reports are done.
• Identifies gaps in performance and makes recommendations for performance improvement and development of the staff;
• Identifies training needs and coordinates with the Human Resource Department to have the relevant training conducted;
• Plans and conducts orientation exercises for new staff members under supervision.
• Schedules and approves vacation leave and overtime work for staff under direct supervision outside of normal working hours in keeping with established policies and procedures;
• Takes steps to address the welfare and development needs of staff in the division;
• Ensures that direct reports are sensitized on the policies, procedures, and regulations of the Public Service/Ministry/SERHA;
• Encourages and maintains a harmonious work environment;
• Recommends disciplinary action, leave, and staffing arrangements for direct reports;
• Conducts weekly/monthly/quarterly staff meetings to address departmental issues and staff concerns;
• Monitors time and attendance register and initiates corrective action where necessary;
• Performs any other related duties that may be assigned from time to time.

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB:

• May be required to work beyond normal working hours, including weekends and public holidays;
• A high-demand work environment with numerous critical deadlines;
• Exposure to chemical and hazardous material;
• Typical office condition, no adverse working condition;
• May be required to travel within and outside of the Parish;
• Expected to demonstrate a high degree of integrity and professionalism.

QUALIFICATION & EXPERIENCE:

• Bachelor's in Management, Public Administration, or any equivalent specialized training in Supplies Management, Procurement, and Inventory Management;
• A minimum of three (3) years of working experience in Inventory Management;
• Certification in Supervisory Management would be an asset.

SKILLS/COMPETENCIES AND SPECIALIZED KNOWLEDGE:

Core:

• Excellent written, oral, and presentation skills;
• Excellent leadership, networking, and relationship-building skills;
• Excellent integrity/ethics;
• Ability to exercise sound judgment and attention to detail;
• Ability to work on own initiative;
• Sound planning, decision-making, and organizing skills;
• Ability to exercise tact and decorum in the conduct of duties;
• Excellent knowledge of laws, regulations, and policies governing procurement and asset management in the Government systems;
• Awareness of economic or other factors that impact Supplies Management;
• Sound knowledge of procurement and the FAA Act.

Technical:

• Extensive knowledge of the Government of Jamaica (GOJ) procedure and regulations governing the acquisition, storage, and distribution of goods and services;
• Sound knowledge of the GOJ Comprehensive Asset Management Policy for the Public Sector;
• Working knowledge of the GOJ guidelines related to Inventory and Stock management and procurement guidelines;
• Working knowledge of the FAA Act;
• Knowledge of the Public Procurement Act and Regulation;
• Working knowledge of GOJ guidelines related to Fixed Asset Disposal;
• Ability to use a computerized inventory management system such as Great Plains;
• Ability to manipulate computer spreadsheets such as Microsoft Excel; and Microsoft Word.

PERFORMANCE STANDARDS:

• Both internal and external stakeholders and members of the general public are treated with courtesy, respect, fairness, and objectivity.
• Reports and queries are submitted/answered within the agreed time frame.
• Services contracted and monitored in keeping with established guidelines;
• Computerized inventory system is maintained/updated in accordance with established standards and within the agreed timeframe;
• Invoices are received and posted in the inventory system within the agreed timeframe;
• Fixed Asset Register is accurate and properly maintained;
• Donations are managed in accordance with established Standard Operating Procedures;
• Annual stock-taking conducted and completed within the stipulated timeframe;
• Items submitted for the Board of Survey comply with established policies and procedures;
• Storeroom keys are managed, controlled, and monitored in keeping with government and internal policy and guidelines;
• The control methods governing the receiving, storage, and issuing of goods and fixed assets are effective and efficient;
• Staff are properly supervised, guided, and evaluated within the agreed timeframe;
• Individual Work Plans are prepared on time, accurately reflecting the work to be performed for the period, and submitted in the agreed format;
• Confidentiality and integrity are exercised at all times.

AUTHORITY:

• Approves leave applications;
• Makes recommendations for promotion and/or acting assignments;
• Approves travel and subsistence claims;
• Preparation of purchase requisitions;
• Recommend obsolete furniture/equipment and goods for Board of Survey;
• Development of policies and procedures to improve service delivery;
• Custodian of the warehouse keys.

LIAISES WITH:

Internally:

• Parish Unit and senior managers;
• Transport Manager;
• Finance and Accounts Department;
• Procurement Department.

Externally:

• Suppliers/contractors;
• SERHA Accounts/Procurement/Audit Department;
• Financial Institutions;
• National Health Fund;
• Donors;
• Other Regional Health Authorities, Ministries, and Agencies.

We thank all applicants for their expressions of interest however, only those shortlisted will be contacted.