The Procurement and Stores Unit at Pantang Hospital is responsible for the efficient acquisition and management of all goods, supplies, and equipment required by the hospital. This unit ensures that the hospital’s departments have the necessary resources to operate smoothly and provide high-quality care while maintaining cost-effectiveness and adherence to procurement policies.
PROCUREMENT
Key Responsibilities:
Purchasing of Goods and Services
- Coordinating the purchasing of all hospital supplies, equipment, and services, ensuring that high-quality products are acquired at competitive prices.
- Managing the end-to-end procurement process, from sourcing suppliers to negotiating contracts and processing purchase orders.
Supplier Management and Relations
- Identifying and evaluating potential suppliers, building and maintaining strong relationships with key vendors.
- Monitoring supplier performance to ensure timely delivery, quality assurance, and cost-efficiency.
Tendering and Bidding Process
- Overseeing the tendering and bidding process for large purchases or contracts, ensuring transparency and compliance with hospital policies.
- Ensuring that bids are evaluated objectively and in accordance with established guidelines.
Budget Management and Cost Control
- Collaborating with hospital departments to understand their needs and develop budgets for procurement.
- Ensuring that purchases are made within budgetary constraints and identifying cost-saving opportunities without compromising quality.
Compliance and Regulatory Adherence
- Ensuring that all procurement activities comply with local laws, hospital policies, and industry regulations.
- Staying up-to-date with procurement laws, healthcare regulations, and best practices to maintain compliance.
Inventory and Stock Control
- Managing inventory levels and ensuring that goods are ordered in a timely manner to avoid shortages.
- Ensuring that the hospital has a continuous supply of necessary materials while preventing overstocking or waste.
STORES
Key Responsibilities:
Storage and Distribution of Supplies
- Overseeing the safe storage and organization of hospital supplies and equipment.
- Ensuring that items are stored according to manufacturer guidelines and regulations to maintain their quality and safety.
Stock Management and Tracking
- Maintaining accurate records of all items in the hospital’s inventory, including quantities, expiration dates, and usage rates.
- Using inventory management systems to track stock movements and ensure proper documentation for each item.
Receiving and Inspecting Deliveries
- Managing the receipt of goods and verifying that orders match the purchase orders in terms of quantity, quality, and specifications.
- Inspecting all incoming items to ensure they are in good condition and reporting any discrepancies to the Procurement Unit.
Internal Distribution of Supplies
- Coordinating the distribution of medical and non-medical supplies to the relevant hospital departments.
- Ensuring that departments receive their required supplies promptly and efficiently, avoiding delays in operations.
Inventory Audits and Reconciliation
- Conducting regular stock audits to ensure that inventory records are accurate and up to date.
- Reconciliation of inventory discrepancies and ensuring that stock levels are always aligned with actual quantities.
Waste Reduction and Disposal
- Implementing strategies to reduce waste and optimize stock usage within the hospital.
- Ensuring that expired, damaged, or obsolete items are safely disposed of in compliance with environmental and health regulations.
Security of Supplies and Equipment
- Ensuring that all supplies and equipment are stored securely to prevent theft or misuse.
- Implementing security measures in storage areas and keeping track of valuable items.
Emergency Supplies and Contingency Planning
- Managing the availability of emergency supplies to support the hospital during crisis situations, such as pandemics or disasters.
- Developing contingency plans to ensure that essential supplies are always available in case of unexpected demand.
