Inventory Executive - #1167236

JOB SUMMARY

The Inventory Executive supports the Director (Operations) in the day-to-day management of the Store and Inventory functions, ensuring the efficient procurement, storage, control, and distribution of medical and non-medical supplies required for the smooth operation of the nursing home.

The primary responsibility of this role is to maintain an accurate, well-organised, and cost-effective inventory management system that supports uninterrupted clinical, operational, and administrative services. This includes managing medical consumables, pharmaceuticals (where applicable), housekeeping and maintenance supplies, office stationery, personal protective equipment (PPE), donated items, equipment, and all other operational materials.

The Inventory Executive is responsible for maintaining accurate inventory records through the organisation inventory management system, conducting regular stock counts and reconciliation, monitoring stock levels and usage trends, and ensuring timely replenishment to prevent stock shortages or overstocking. The role also includes receiving, inspecting, and recording incoming deliveries, ensuring proper storage in accordance with safety and regulatory requirements, and coordinating the distribution of supplies to various departments in a timely and efficient manner.

Working closely with clinical, nursing, facilities, finance, procurement, and other support departments, the Inventory Executive anticipates operational requirements, supports procurement planning, prepares inventory reports and analyses, investigates inventory discrepancies, and recommends process improvements to strengthen inventory accuracy, accountability, and cost efficiency.

The role also ensures that donated goods are properly documented, accounted for, stored, and distributed in accordance with organisational policies and donor requirements. The Inventory Executive is expected to uphold good inventory governance, maintain proper documentation/records and audit trails, support internal and external audits, and contribute to the continuous improvement of

store operations through the implementation of best practices in inventory control and warehouse management.

Overall, the Inventory Executive plays a critical role in ensuring that the organisation maintains at optimal inventory levels, minimises wastage, achieves value for money, and provides reliable logistical support to enable the delivery of safe, efficient, and high-quality resident care.

JOB SCOPE

INVENTORY MANAGEMENT

• Maintain a comprehensive inventory system for medical and non-medical supplies, including special milk feeds, cleaning materials, office supplies, and other necessary items.

• Maintaining an accurate storage and dispensing system and ensuring that stocks are issued on a first-in-first-out basis

• Regularly monitor stock levels, anticipate supply needs, work closely with Procurement to place orders with approved suppliers to avoid shortage and stockouts. Alert Officers-in-charge of unusual consumption patterns or suspected wastages

• Ensure the proper storage and organization of supplies to prevent damage, contamination, or loss.

• Processing requisition request submitted by Officers-In-Charge for approval.

• Sorting, packing, storing and timely distribution of donated items.

• Maintaining an up-to-date inventory list of the Home’s assets and equipment.

RECEIVING AND INSPECTION / DISTRIBUTION AND DISPENSING

• Receive, inspect, and verify incoming shipments for accuracy, quality, and quantity against purchase orders.

• Collaborate and coordinate the distribution of supplies to different departments as per their requirements and schedules.

RECORD KEEPING

• Maintain accurate and up-to-date records of inventory via software application.

• Generate regular/monthly inventory reports and provide insights on consumption patterns and stock levels.

DISPOSAL MANAGEMENT

• Ensure proper disposal of expired or damaged items, adhering to regulatory guidelines and best practices

• Obtaining appropriate approval and maintaining records for condemnation of items to be damaged beyond economical repair.

COLLABORATION

• Work closely with Procurement to reconcile invoices, track expenses, and ensure accurate inventory records.

• Collaborate with various departments, such as Nursing, Human Resource, Facilities, Community Engagement and Development, in supporting their supply needs.

QUALITY AND COMPLIANCE

• Adhere to relevant regulations, guidelines, and best practices related to inventory management, storage, and distribution of medical supplies. Coordinate inventory store operations in accordance with 6S (sort, set, shine, standardize, sustain) techniques in manufacturing.

OTHERS

• Any other duties as assigned by the reporting officer.

• Support day to day operation during pandemic or epidemic situation, ensure good communication within operations team on compliance to infection control protocols.

  
  

JOB REQUIREMENTS

A) EDUCATIONAL, TRAINING AND EXPERIENCE

• Minimum Diploma in Logistics & Supply Chain Management

• At least 5 years of working experience in supply chain management, inventory control or in a related field

• Proficient in Microsoft Office. Tech savvy, proficient in Computer Literacy

• Familiarity with medical supplies, equipment, and terminologies is an added advantage

• Familiarity with facilities management and building services is an added advantage

B) OTHERS

• Possess positive attitude and communication skills

• Able to work under pressure and meet tight deadlines

• A team player with good interpersonal and excellent communication skills

• Meticulous with an eye for detail