Under the supervision of the Director Operations, directs, assumes line responsibility and authority for the administrative direction, evaluation, and coordination of the functions and activities of assigned departments within the hospital, ensuring that operations objectives and results are in accord with the hospital’s overall needs. One of the key accountabilities for this role will be to manage the Supply Chain activities, involving the purchase and procurement of Medicines, Supplies and General Purchase items
i. Provides administrative direction for operations of assigned departments and appraises the performance of the respective departments’.
ii. He/She also implements new policies; disseminates pertinent information following administrative directives; and recommends improvement of hospital facilities in assigned areas, including construction or renovation of structures and purchase of new equipment.
iii. Promotes high performance expectations for the leadership/management team consistent with the aim of improving the experience of care, quality of care and efficiency of care. Sets clear expectations and holds team members accountable for producing desired outcomes. Motivates and develops team members and promotes teamwork
iv. Maintains a service excellence and healing culture with high expectations established for positive stakeholder experiences. This service excellence culture includes ongoing and meaningful communication with employees to ensure that all staff members are well informed and recognized appropriately.
Purchase / Procurement:
i. He will be responsible to facilitate communication and negotiate with suppliers especially on purchases of medicine and equipment, spares for R&M, Bio Medical equipment, Electrical etc.
ii. He will create value by aligning the annual procurement plan to meet organization’s on-going requirements in timely & structured manner while focusing on creating best value for money in terms of quality & price of the commodity.
iii. He will further work on developing reliable supplier’s database based on set requirements and ensure standard measures are designed to evaluate performance against the strategic procurement plan.
iv. Thorough understanding of local market suppliers and import documentation / regulations are mandatory experience requirement for this position.
Advisor to the Management:
i. Advises the Management where executive action is necessary to accomplish these goals and he/she plans the activities of the individual departments in relation to other hospital departments so as to obtain a better understanding of each other’s’ problems.
ii. She/he communicates routinely with the Director Operation and CEO concerning policy recommendations and suggested courses of action pertinent to the efficient operation of assigned departments
iii. Advises and makes recommendations to the Director Operations, CEO and Head of Finance concerning budget, cost, and financial matters and encourages and assists department heads in establishing a measure of performance, increased productivity, quality improvement, cost controls, and maximum utilization of facilities.
i. Supervise administrative departments including Administration, Procurement, Pharmacy and IT.
ii. Directs and oversees financial stewardship with an emphasis on providing efficient utilization of resources (maximizing operating margin) and making appropriate financial decisions for designated operations.
iii. Promotes complete involvement of the departments’ heads in the preparation of the departments’ budgets and educates them in the importance of the budget, forecasting and planning process.
iv. Develops and maintains positive relations with doctors, employees, patients, contractors, and other applicable parties, ensuring and fostering a high level of collaboration within a highly matrixed team environment in order to coordinate activities, review work, exchange information, and resolve problems. Promotes collaboration among various stakeholders to achieve optimal results.
ii. Maintains on-going communication with employees to ensure that the staff is well informed in regards to the strategic direction of the System. Conducts routine employee forums to inform and keep abreast of the issues that employees are facing and ensures that issues are addressed timely and appropriately to avoid third party intervention.
i. Provide relevant input to the communications and technical services team in data collection and periodic reporting on the KPIs assigned to the Hospital.
ii. Provide input to the Quality Assurance team for effective M&E and QA at the Hospital.
Represent at and attend relevant meetings with the external stakeholders.
proficient knowledge and experience of documentation, procedure, rules & regulations of procurement and store/inventory controlling activities