QSSU-ISO-MSO-MEDICAL SERVICE SUPPLY OFFICER

• Provide timely pricing and quotations to clinics and clients
• Assist the sales function with sourcing and pricing for proposals and tenders

            Logistics and Expediting

• On behalf of Clients and the Clinics, ensure timely deliveries of Medications, Consumables and Medical Equipment directly or to their shipping/logistics agent
• Ensure correct shipping documentation for custom clearance to avoid delays
• Track the status of shipment, assist in custom clearance. Support the Client’s shipping/logistics agent with custom clearance if required.
• Provide logistics support to other departments where required.

Procurement

• Collate and review purchase orders and purchase requisitions in order-to-order supplies
• Storing of all POs and acknowledgments, working to standards, fast tracking urgent 
  orders through the internal process to the place of requirement
•  Review deliveries against the orders. OTIF Reporting and esclations where necessary
• Deal with non-supplied, under orders, over orders and damaged goods, ensuring proper documentation and close out within the accounting month.

Billing and Credit Control

• Ensure that any queries are reconciled, collection of proof of receipts, Invoices are sent to accounts for payment and corresponding client billing.
• Provide adequate information with necessary support documents for correct client billing
• Assist in resolving invoice disputes and discrepancies

Supplier Management

• Source, evaluate and propose suppliers to the Medical Supply Services Manager
• Perform pre-qualification audit of suppliers, and conduct routine follow-up audit exercises
• Day-to-day Vendor Management: quotation and order follow up, lead time management, escalation of overdue order delivery 
• Monitor supplier performance and correct deviations
• Follow up on timely payment of both international and local suppliers
• Regular reconciliation of accounts to avoid stopped accounts

Cost Management

• Ensure costs are managed with no detriment to quality or service levels required. 
• Demand management on orders
• Maintain central stock when required, review and ensure balance of physical and accounting values. Withdrawals from Central stock are duly allocated to the right cost centre.
• Exercise efficient ordering and shipping of orders

Operations

• Work within the SOP’s and the MSS Process Mapping
• Support calibration, servicing and repairs of Medical equipment when required
• Operational management of the rental kits within region, inventory, dispatch, control and invoicing.
• Keep the inventory of any storage facilities within region
• Insure the record of the temperature of the cold chain storage room as per the SOP.
• To support product re-calls, product traceability and disaster planning
• Produce, maintain or assist in all reports relating to Medical Supply Services
• KPI Monthly Report as indicated on the MSS Process Documentation
• Follow up of actions items identified after MSS Audit.

Compliance:

Perform MSS activities according to the client Standards, approved process and Country local regulations.

Occupational Health & Safety (OH&S) Responsibility Statement

As an employee you have a responsibility to:

• Participate in the development and maintenance of a safe and healthy workplace.
• Undertake all mandatory OH&S training as required
• Comply with any reasonable instructions, policies, procedures or safe work practices given in adhering to safe work procedures.
• Co-operate with management in its fulfilment of its legislative obligations.
• Take reasonable care to ensure your own health and safety, and the safety of others.
• To report any injury, hazard or illness as soon as possible to your supervisor