Procurement & Inventory Manager

Location: Davao City, Davao del sur, Philippines 8000

POSITION OVERVIEW:

The Procurement and Inventory Manager is responsible for overseeing the organization’s procurement and inventory management functions to ensure the timely availability of quality goods, services, medical supplies, and other essential resources at competitive and appropriate costs. The role ensures that procurement and inventory practices support patient safety, operational efficiency, financial stewardship, donor accountability, and compliance with organizational policies and applicable requirements.

ESSENTIAL DUTIES & RESPONSIBILITIES:

1. Procurement Planning
   • Develop annual and periodic procurement plans based on hospital needs, budgets, and program priorities. Be able to plan the needed supplies based on the target number of surgeries each fiscal year.
   • Consolidate monthly requirements from clinical, pharmacy, laboratory, facilities, and administrative departments.
   • Forecast demand and anticipate critical or seasonal supply needs.
2. Supplier Management
   • Identify, evaluate, and qualify reliable suppliers. Submits the per quarter as well as the annual monitoring of each supplier/contractor for re-evaluation.
   • Maintain an approved supplier/vendor/contractor database.
   • Negotiate prices, payment terms, delivery schedules, warranties, and service agreements.
   • Monitor supplier performance, quality, and compliance.
3. Purchasing & Procurement Operations
   • Manage purchase requisitions, quotations, purchase orders, and contracts.
   • Ensure procurement follows the organization's policies, donor requirements, and applicable laws.
   • Obtain competitive quotations and conduct transparent supplier selection.
   • Ensure emergency purchases are properly documented and authorized.
4. Inventory Management
   • Maintain accurate records of medicines, medical supplies, equipment, office supplies, and other stock.
   • Establish appropriate minimum/maximum stock levels and reorder points.
   • Monitor stock movements, consumption, and replenishment.
   • Conduct regular physical inventory counts and reconcile discrepancies.
   • Minimize stock-outs, overstocking, expiry, damage, and wastage.
5. Pharmacy & Medical Supply Coordination
   • Work closely with pharmacy, nursing, laboratory, operating room, and clinical teams to understand critical supply requirements.
   • Give particular attention to high-value, controlled, temperature-sensitive, and life-saving items.
   • Monitor expiry dates and implement appropriate FEFO (First-Expired, First-Out) practices where applicable. Avoid wastage of supplies due to expiration.
6. Warehouse & Storage Oversight
   • Ensure proper receiving, inspection, labeling, storage, and issuance of supplies.
   • Maintain appropriate storage conditions, including temperature and security requirements.
   • Ensure warehouse areas are organized, safe, and compliant with applicable standards.
7. Budget & Cost Control
   • Monitor procurement spending against approved budgets.
   • Identify cost-saving and value-for-money opportunities.
   • Analyze purchasing trends and negotiate better pricing.
   • Prevent unauthorized purchases and unnecessary inventory accumulation.
8. Nonprofit & Donor Compliance
   • Ensure procurement practices comply with donor rules, grant agreements, and nonprofit policies.
   • Maintain complete documentation for audits and donor reporting.
   • Promote transparency, fairness, segregation of duties, and avoidance of conflicts of interest.
9. Asset Management
   • Closely coordinate Accounting, Facilities, Biomed and Technology Departments for asset tagging and tracking of medical equipment, furniture, IT equipment, and other organizational assets.
10. Internal Controls & Risk Management
    • Establish controls to prevent fraud, theft, unauthorized purchasing, and conflicts of interest.
    • Ensure proper separation between requesting, approving, purchasing, receiving, and paying functions.
    • Investigate inventory discrepancies and procurement irregularities.
11. Team Leadership
    • Supervise procurement, purchasing, warehouse, and inventory staff.
    • Establish procedures and performance standards.
    • Train staff on procurement policies, inventory controls, documentation, and ethical practices.

OCCUPATIONAL SAFETY & HEALTH:

• Uphold the highest standards of quality and efficiency in line with hospital quality programs (e.g. Safecare, DOH, etc.) requirements.
• Ensure a safe and secure work environment by strictly adhering to infection prevention and control protocols such as but not limited to handwashing, wearing of PPE, etc.
• Identifying, reporting & self-managing hazards where appropriate.
• Early and accurate reporting of incidents at work and raising issues of concern when identified.
• Commit to sustainable and eco-friendly work practices by minimizing waste, optimizing resource usage, and actively participating in initiatives that promote environmental stewardship.

OTHER DUTIES:

• Please note this position description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the co-worker for this position within their scope of practice. Duties, responsibilities, and activities may change at any time with or without notice. Co-workers must perform other tasks, duties, and projects as assigned, as members of the team. It is also expected that every employee at any level shows initiative and willingness to contribute even in areas that are outside their normal job duties.
• Attend and participate in office devotionals, seminars, in-service education classes, on-the-job training programs, etc. 
• May be required to participate in mobile clinics or community outreach.

EDUCATION/EXPERIENCE REQUIREMENTS:

1. Minimum Education Required: Bachelor’s degree in Supply Chain Management, Procurement, Business Administration, Logistics, Finance, or a related field 
2. License/Certification; if any:Professional procurement or supply chain certification is an advantage.
3. Minimum Experience Required: At least 3-5 years of relevant experience as a manager in procurement, inventory, supply chain, or materials management, preferably in a healthcare or nonprofit environment.

KNOWLEDGE, SKILLS & ABILITIES: 

1. Demonstrated experience in procurement planning, supplier management, contract negotiation, and inventory control.
2. Strong knowledge of procurement policies, competitive bidding, purchasing procedures, and internal controls.
3. Experience managing medical supplies, pharmaceuticals, equipment, or other hospital-related goods is an advantage.
4. Strong analytical skills, particularly in demand forecasting, inventory analysis, cost management, and procurement reporting.
5. High level of integrity, accountability, transparency, and ethical conduct, particularly in managing organizational and donor-funded resources.
6. Strong c-communication, negotiation, coordination, and team-management skills.
7. Proficiency in inventory management and procurement systems/ERP software and Microsoft Office applications.