Manager – Stores

QUALIFICATION:

• Pharma / B. Pharma
• Masters degree in management / materials management will be an added advantage

EXPERIENCE:

• 6 – 8 years
• Experience in a hospital or healthcare setup will be preferred.

Job Responsibilities:

Inventory Management

• Ensure day-to-day monitoring and maintenance of stock levels to avoid shortages and excess inventory.
• Monitor minimum, maximum and reorder levels and initiate replenishment requests on time.
• Implement inventory classification and monitoring methods such as ABC, XYZ and VED analysis as applicable.
• Identify slow-moving, non-moving, excess and near-expiry stock and initiate appropriate action.
• Conduct periodic physical stock verification and reconcile discrepancies with system records.
• Ensure proper stock rotation and adherence to FIFO/FEFO principles, wherever applicable.
• Monitor stock consumption patterns and highlight unusual variations or potential wastage.

 Goods Receipt and Documentation

• Ensure timely and accurate preparation of Goods Receipt Notes (GRNs) against approved purchase orders.
• Verify materials received against purchase orders, invoices and delivery challans, including quantity, specifications and condition.
• Coordinate with Purchase and vendors in case of shortages, excess supplies, damaged materials or discrepancies.
• Ensure all inward and outward material transactions are accurately recorded in the inventory system.
• Maintain proper documentation of returns, transfers, stock adjustments and other inventory transactions.

 Storage and Material Issue

• Ensure materials are stored appropriately, with proper identification, labelling and segregation.
• Maintain cleanliness, organisation and safety within the stores premises.
• Ensure materials are issued only against authorised requisitions and as per established procedures.
• Monitor timely fulfilment of material requisitions received from hospital departments.
• Ensure proper handling and storage of temperature-sensitive, sterile, fragile or other special-category materials, wherever applicable.
• Monitor inter-store transfers and ensure proper documentation and system updates.
• Ensure that stock is handled carefully to minimise damage, expiry and pilferage.

Departmental Coordination and Customer Service

• Coordinate with clinical and non-clinical departments to understand their material requirements and ensure timely availability.
• Follow up with Purchase for pending orders and materials required on priority.
• Address departmental complaints relating to material shortages, delays, quality or incorrect supplies.
• Coordinate with Finance, Purchase, Pharmacy and other relevant departments for resolution of inventory-related issues.
• Escalate critical shortages and supply-related concerns to the Sr. Manager – Stores.

Compliance and Audit

• Ensure adherence to approved Stores policies, procedures and documentation requirements.
• Maintain records of inward, outward, stock transfers, returns, adjustments and stock verification.
• Ensure materials are stored in accordance with applicable safety, quality and regulatory requirements.
• Coordinate with internal and external auditors during stock verification and audits.
• Ensure audit observations relating to Stores are addressed within the stipulated timelines.
• Ensure compliance with applicable procedures for RGP, NRGP and other material movement documentation.

Team Management

• Supervise and allocate daily responsibilities to Stores personnel.
• Monitor attendance, work allocation and performance of the Stores team.
• Ensure adequate manpower deployment for receipt, storage, issue and stock verification activities.
• Train team members on Stores procedures, inventory handling, documentation and safety practices.
• Ensure discipline, accountability and adherence to departmental procedures.

MIS and Reporting

• Prepare and submit periodic reports on stock on hand, consumption and inventory movement.
• Monitor and report slow-moving, non-moving, excess and near-expiry stock.
• Prepare reports on stock-outs, pending requisitions and delayed supplies.
• Monitor inventory accuracy and highlight stock discrepancies.
• Submit periodic stock verification reports and details of corrective actions.
• Provide data and reports required by the Sr. Manager – Stores and Management.

Process Improvement

• Identify gaps in day-to-day Stores operations and recommend improvements.
• Ensure timely updating of inventory records in the ERP/inventory management system.
• Identify opportunities to improve material availability, storage utilisation and inventory accuracy.

Any other work/responsibility assigned by the HOD/Management in the course of business/work whether within the same unit/dept or any other unit/dept from time to time