Assistant Manager - Supply Chain Management

Cancer Centers of America; Raipur; On-site; INR 800,000 - 1,400,000; Full time

Job summary

Cancer Centers of America is seeking an experienced Supply Chain Manager to oversee the end-to-end SCM operations within the hospital, coordinating procurement, inventory control, and supplier relationships to ensure uninterrupted drug and general item availability across all pharmacy and hospital departments.

You will coordinate with Nursing and Medical staff, implement SOPs, monitor stock levels, and drive efficiency through MOSAIQ scheduling, HMIS/ERP tools, and vendor negotiations.

Responsibilities

• Oversee overall operations of the supply chain department.
• Procure general and medical materials.
• Plan and prepare indent based on stock status and chemo schedule in MOSAIQ for chemotherapy drugs and other items.
• Maintain stock for walk-in and scheduled patients with Nursing and Consultants.
• Maintain optimal inventory levels (below 15 days) across pharmacies and hospital departments per SCM norms.
• Implement inventory tools (ABC, VED, FSN) and monitor weekly/monthly.
• Prepare POs with preferred vendors and ensure approvals for deviations.
• Set standard reorder levels and quantities for all stock-keeping units.
• Negotiate prices, quality, and credit terms with vendors for local purchases.
• Ensure formulary compliance and coordinate supplier payments.
• Meet physicians to assess medicine availability and report feedback weekly to management.
• Coordinate with physicians on non-moving/short expiry drugs and arrange returns or substitutions.
• Check physical stock against system daily/weekly and report discrepancies.
• Ensure all SCM operations comply with SOPs; update trackers and generate SCM MIS reports.
• Control consumption with justified material supply; analyze billable vs non-billable usage.
• Ensure proper stock reception by checking description, batch, price, expiry, pack size, strength, quantity, quality, and MRP.
• Store materials with proper sanitation, temperature, light, and moisture controls; tag FEFO/LASA/Emergency drugs accordingly.
• Obtain approvals for POS and invoices with GRNs from facility head.
• Prepare GRNs after stock verification within 24 hours; manage goods receipt approvals and returns.
• Handover invoices to Finance with GRNs within 48 hours of stock receipt.
• Dispense materials per prescriptions and educate patients on usage and side effects.
• Ensure system updation before material supply.
• Provide training on SOPs and ensure staff competency in SCM processes.
• Gained familiarity with HMIS and ERP SCM modules; ensure timely data entries.
• Direct SCM staff to use end-to-end pharmacy/Stores apps and coordinate with IT to address issues.
• Return slow-moving and near-expiry items to suppliers with gate passes and reconcile credits.
• Ensure pharmacy regulatory compliance and adequate manpower per duty charts.
• Attend interdepartmental meetings representing SCM as needed.

Tools

HMIS software

ERP system

Job description

Role & responsibilities

• Responsible for overall operations of the supply chain department.
• Responsible for procurement of material general and medical.
• Responsible for planning and indent preparation based on current stock status along with the chemo schedule in MOSAIQ for chemotherapy drugs and consumption for other items.
• Maintain stock for the walk-in patients along with the scheduled patients by coordinating with Nursing team and Consultant.
• Responsible for maintaining optimal inventory levels (Below 15 days) at all pharmacies and in departments for all the standard stock, maintaining units as per the approved supply chain norms.
• Strictly implement the inventory management tools Viz., ABC, VED, FSN etc. and monitor inventory on a weekly and monthly basis.
• PO Preparation with preferred vendor and follow up till stock receiving. Ensure all purchases are made via the L-1 vendor and in case of any deviations that required approvals are in place.
• Responsible for developing the standard re-order levels and re-order quantities for all stock keeping units.
• Negotiating for the right prices, right quality goods and good credit terms with the vendors and sources for local purchase items.
• Responsible for adhering to approved formulary. Ensure 100% formulary compliance.
• Responsible for supplier payments planning and monitoring.
• Responsible for meeting all the physicians and surgeons and collecting feedback on the availability of medicines at all the pharmacies in the hospital and acting on the feedback. Submit a report on a weekly basis on the feedback of the physicians to management for review and instructions there on.
• Coordinate with the concerned physicians monthly, on non-moving and short expiry drugs and ensure the movement or required returns.
• Responsible for coordinating with the physicians on the non-production or non-availability of drugs in the market and take recommendations from doctor on available substitute or obtain required approval in case of non-availability of substitute for providing solution.
• Responsible for physical stock checking with system regarding batch, expiry, strength, quantity, quality and MRP on a daily and weekly basis and submit a report to the management on a daily and weekly and monthly basis.
• Responsible to ensure all SCM operations adhere to organizational SOPs. Update SCM weekly and monthly tracker to corporate SCM along with analysis. Generation of SCM BRM reports, analyzing all reports as per SCM tracker guidelines and submitting to the management at defined and regular intervals. Presentation of SCM MIS along with analysis and justification during monthly BRM.
• Ensure consumption control with justified material supply. Billable and non-billable consumption analysis should be monitored on a weekly and monthly basis for optimal utilization of materials.
• Ensure stock receiving by checking for the Description, Batch, Price, Expiry, Pack Size, Strength, Quality, Qty as per PO. In the case of general items, ensure stock received matches exactly as per the given specification.
• Responsible for storage of material in the designated areas which are sufficient to ensure proper sanitation, temperature, light, and moisture control. Segregation for FEFO, LASA, Emergency, High Risk drugs with proper labeling.
• Ensure taking approval for all POS and Invoices along with GRNs from facility head.
• Prepare GRN after physical verification of stock against system within 24 hours. Responsible for goods receipt approvals and goods return verification.
• Invoice handover to Finance along with GRNs within 48 hours after receiving stock with acknowledgement and maintain a copy for department documentation.
• Responsible for Material Dispensing against Prescription as per guidelines. Patient and family are educated regarding usage of drugs with timings, precautions to be taken and possible side effects.
• Ensure material supply strictly only after system updation.
• Responsible for ensuring training regarding SOPs and technical efficiency of all the staff in the department and works out a schedule and implements the same.
• Gains good understanding of SCM modules in HMIS and ERP applications and sees that all entries are made in a timely manner.
• Responsible to see that the SCM staff uses the applications for end-to-end pharmacy and stores operations and ensures that the application bugs/issues are addressed, if any, in coordination with the internal IT Team on a constant basis.
• Slow moving and near expiry to be returned to supplier by gate pass. Ensures gate pass is signed by SCM head, Finance and Supplier. Ensure Credit Note or material replacement for supplier return is received before month closing, which then needs to be reconciled with Finance.
• Ensure Pharmacy regulatory compliance.
• Responsible to ensure the duties of all the staff are carried out in the department and ensures availability of manpower as per the duty chart for pharmacy care delivery.
• Attends all such meetings as and when called for by other medical and non-medical departments to represent the SCM department in the unit.
• Responsible for all such other activities and works as desired and entrusted by the management.