Supplies Officer Grade D - Cork

Unijobs on behalf of our public sector client are currently recruiting for a role of Supplies Officer Grade D in Cork City. The position is to be filled ASAP with any interested candidates to be available to commence work immediately. The working week will consist of 35 hours, salary €36,649 per annum. Role is Monday - Friday, 8-4:30pm.

Temporary contract, 6 months initially.
*Applicants must be eligible to work in Ireland at the time of application. If this position is subject to Garda Vetting and Foreign Police Clearance. You will be required to obtain these prior to commencing in this role. *

Purpose of the Post

To support the efficient operation of the Procurement and Supplies function by providing high-quality purchasing, receipting, invoice processing and administrative support services. The post holder will ensure the timely procurement of goods and services, accurate processing of purchasing documentation, and compliance with organisational policies, procedures and financial controls.

Key Working Relationships

The post holder will work closely with:

• Procurement and Supplies Department colleagues
• Finance and Accounts staff
• Clinical and operational departments
• Suppliers and contracted service providers
• Support staff
• Inventory management

Principal Duties and Responsibilities

Procurement and Purchasing

• Raise Purchase Orders (POs) in accordance with approved procurement procedures and delegated authority levels.
• Ensure all purchasing activity complies with procurement policies, financial regulations and value for money principles.
• Liaise with departments to clarify purchasing requirements and specifications.
• Follow up with suppliers regarding quotations, deliveries, backorders and outstanding orders.
• Support the consolidation of purchasing requirements where appropriate to achieve efficiencies and economies of scale.
• Maintain accurate purchasing records and documentation.

Goods Receipting and Stock Replenishment

• Process goods received transactions accurately and promptly.
• Investigate and resolve discrepancies relating to orders, deliveries, quantities, pricing and damaged goods.
• Receiving and checking goods delivered to the warehouse area, verifying quantities correspond to Purchase Orders and items match delivery documentation.
• Assisting with the safe handling and storage of stock.
• Carrying out stock put away and replenishment activities within hospital departments and storage locations.

Invoice Processing

• Perform three-way matching of purchase orders, goods received notes and supplier invoices.
• Process and validate invoices for payment in accordance with organisational procedures.
• Liaise with suppliers, budget holders and finance staff to resolve invoice queries and payment issues.
• Ensure all procurement and payment records are maintained accurately and are available for audit purposes.

Administration

• Provide administrative support to the Procurement and Supplies function.
• Maintain accurate electronic and paper records, databases and filing systems.
• Process procurement related communications, correspondence and documentation in a timely manner.
• Compile, maintain and report on purchasing, expenditure and supplier information as required.
• Manage, validate and update procurement data to support operational and financial processes.
• Respond professionally and efficiently to enquiries from departments, suppliers and other stakeholders.

Customer Service

• Deliver a responsive, professional and customer-focused service.
• Develop effective working relationships with internal and external stakeholders.
• Provide guidance and assistance to departments regarding procurement processes and purchasing procedures.

Service Improvement

• Participate in initiatives to improve procurement, purchasing and administrative processes.
• Identify opportunities to improve efficiency, accuracy and compliance within the service.
• Highlight operational issues, risks or process inconsistencies and propose solutions where appropriate.
• Support the implementation of new systems, procedures and service improvements.

Governance, Compliance and Health & Safety

• Comply with all relevant organisational policies, procedures and statutory requirements.
• Ensure adherence to procurement policies, financial controls and audit requirements.
• Maintain confidentiality and process information in accordance with data protection requirements.
• Maintain knowledge of relevant legislation, standards and best practice applicable to the role.
• Adhere to health and safety requirements and contribute to maintaining a safe working environment.
• Participate in mandatory training and continuous professional development activities

The above Job Specification is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him / her from time to time and to contribute to the development of the post while in office.

Unijobs is an equal opportunities employer.