Procurement Manager

JOB SUMMARY The Manager (Procurement & Inventory) leads SCH’s Procurement and Inventory functions and supports the Director (Operations) and Executive Director in planning, sourcing, purchasing, tendering, contract management, inventory control and store operations for goods and services required by SCH. As SCH expands from 1 nursing home into multiple locations covering centre-based care, home care and residential care, the Manager will build a procurement and supply chain function that can scale. This includes managing the many tenders and purchases needed for new set‑ups, and ensuring each site has the right supplies at the right time and cost. A key mandate of this role is to transform the current manual processes into a digital, data-driven operation. The Manager will lead the implementation of a proper procurement and inventory management system, introduce stock‑tracking technologies such as barcode and RFID, and establish a high‑standard, lean and efficient store management model across all sites. The Manager ensures that all procurement and inventory activities are fair, transparent, accountable and value‑for‑money, in line with SCH’s Procurement Policy, approved budgets, Financial Delegation of Authority and applicable regulatory and funding requirements. JOB SCOPE1 PROCUREMENT AND INVENTORY STRATEGY, POLICY AND GOVERNANCE • 1.1 Develop and implement procurement and inventory strategies, plans and priorities that support SCH’s operational needs and expansion plans across centre-based care, home care and residential care. • 1.2 Review, develop and maintain the Procurement Policy, inventory and store procedures, approval workflows and controls so that they remain fit for purpose as SCH grows into multiple sites. • 1.3 Ensure procurement and inventory activities comply with SCH’s Procurement Policy, Financial Delegation of Authority, Conflict of Interest requirements, segregation of duties and applicable governance and funding conditions. • 1.4 Advise management and the relevant board committee on procurement and supply chain matters, including risks, savings opportunities, policy exceptions and decisions required. • 1.5 Prepare procurement plans, approval papers, evaluation reports and management updates for decision‑making. 2 DIGITAL TRANSFORMATION OF PROCUREMENT AND INVENTORY • 2.1 Lead the digital transformation of the Procurement and Inventory functions, moving from manual, paper‑based and spreadsheet processes to integrated digital workflows. • 2.2 Map current procurement and inventory processes, identify gaps, duplication and manual work, and redesign them using lean principles before introducing new systems. • 2.3 Define requirements for, evaluate and lead the implementation of a proper procurement and inventory management system, including e‑requisition, electronic approvals, purchase orders, goods receipt, stock control and supplier management. This includes assessing whether to extend Microsoft Dynamics 365 Business Central or adopt a suitable integrated solution. • 2.4 Introduce inventory tracking technologies such as barcode and RFID for stock receiving, storage, issuance, stocktake, asset tagging and traceability of batch numbers and expiry dates. • 2.5 Work with IT, Finance and user departments to ensure the system integrates with finance, nursing and other relevant systems, with proper data migration, testing, user training and go‑live support. • 2.6 Explore further automation where it adds value, such as automated reorder points, mobile scanning, smart storage, dashboards and AI‑assisted demand forecasting. • 2.7 Lead change management so that staff across all sites adopt the new systems and processes consistently, and track the benefits achieved, such as time saved, fewer errors and lower inventory costs. 3 STORE MANAGEMENT AND INVENTORY CONTROL • 3.1 Establish and maintain a high‑standard, lean and efficient store management model, including store layout, labelling, bin locations, 5S housekeeping and clear standard operating procedures. • 3.2 Set and review stock levels, reorder points, minimum and maximum quantities and par levels for medical and non‑medical supplies, based on usage data and lead times. • 3.3 Ensure proper receiving, inspection, storage, issuance and distribution of supplies, with first‑expired‑first‑out (FEFO) and first‑in‑first‑out (FIFO) practices where applicable. • 3.4 Oversee regular cycle counts and annual stocktakes, investigate significant variances, and ensure physical stock matches system records. • 3.5 Minimise wastage, expiry, overstocking, stock‑outs and losses, and report unusual consumption or suspected misuse to management. • 3.6 Ensure proper storage conditions for items with special handling requirements, including temperature and humidity control, and the proper management of donated items. • 3.7 Oversee the condemnation and disposal of expired, damaged or unusable items in accordance with approval procedures and regulatory requirements. 4 TENDER AND PROJECT PROCUREMENT FOR EXPANSION AND NEW SET‑UPS • 4.1 Plan and manage procurement for SCH’s expansion projects and new set‑ups, including furniture, fittings and equipment, medical and rehabilitation equipment, IT and other technology, consumables, vehicles and outsourced services. • 4.2 Develop a procurement plan and timeline for each new site, aligned with the overall project schedule, budget, licensing and opening dates. • 4.3 Lead the preparation of tenders, quotations and Requests for Proposal, including specifications, scope of work, evaluation criteria, service levels and contract terms, in consultation with user departments and subject‑matter experts. • 4.4 Coordinate tender processes, including publication, site briefings, clarifications, submissions, evaluation committees, negotiation, award recommendations and supplier debriefs, in a fair and transparent manner. • 4.5 Manage multiple tenders and procurement projects at the same time, tracking progress, risks and dependencies, and escalating delays or issues early. • 4.6 Coordinate delivery, installation, testing, commissioning and handover of items for new sites, and ensure assets are tagged and recorded before use. • 4.7 Work with Group Purchasing Organisations, ALPS and other sector procurement arrangements where they offer better value or compliance. 5 STRATEGIC SOURCING, SUPPLIER AND CONTRACT MANAGEMENT • 5.1 Develop category strategies for major spending areas, consolidate demand across sites and negotiate favourable prices, terms and service levels. • 5.2 Maintain an up‑to‑date Approved Suppliers List and set clear criteria for supplier selection, review, suspension and removal. • 5.3 Manage contracts and term agreements, including a contract register covering contract periods, renewal dates, warranties, service levels and key obligations. • 5.4 Monitor supplier performance in delivery, quality, pricing, responsiveness and compliance, and lead corrective action for poor performance. • 5.5 Identify and manage supply risks, including dependency, long lead times and supply disruptions, and maintain alternative sources for critical items. 6 MULTI‑SITE SUPPLY CHAIN AND DISTRIBUTION • 6.1 Design and implement a supply chain model for multiple sites, including central and site‑level stores, inter‑site transfers, delivery schedules and stock visibility across locations. • 6.2 Establish supply arrangements suited to each service type, including residential care, centre‑based care and home care, such as mobile kits and supplies for home care teams. • 6.3 Ensure standardised items, catalogues, procedures and controls are applied consistently across all sites. 7 COST MANAGEMENT, BUDGETING AND REPORTING • 7.1 Prepare and manage the procurement and inventory budgets, and support user departments and project teams in budgeting for purchases and new set‑ups. • 7.2 Monitor spending, price trends and consumption by site, department and category, and identify cost‑saving and val