About the role

• An Integral role within the Medical Services Center – Baton Rouge for the delivery of supply & fleet management services pertaining to Medical Services and Commercial Maritime function, which is efficient, recognised and profitable.
• Provide overall management of the Supply Chain, Fleet Management & Commercial Maritime function including Logistics, Procurement, Vendor Selection & Pre-Qualification, Stock Management, Bid Responses, Rental Solution & Deployable Assets including Fleet in accordance with International SOS Standards.
• Ensure that clients’ service expectations and quality levels are met as per the KPI’s aligned with the Medical Services Center.
• Produce regular reporting on activity, inventory and status and availability of deployable assets.

This is a full-time Monday to Friday 8 am until 5 pm role located at our Baton Rouge office.

Key responsibilities

Management & Administration

• Manage the day to day running of the supply chain team, ensuring that Medsite medications and consumables orders are fulfilled in a timely fashion as well as ensuring the availability and timely deployment of deployable assets which include but are not limited to ambulances (ATV/ERV), rescue trucks, responder bags/medical kits, defibrillators, etc.
• Attend meetings with Operations & Sales team to understand requirements for deployable assets and planning.
• Maintain and improve the department policies, standards, and procedures documentation.
• Document and address non-compliances identified in Audit Tools.
• Implement best practices including, setting of client service standards, supplier management, planning, inventory management and logistics to increase client satisfaction and to reduce risk to Intl.SOS.
• Build and maintain a positive working relationship with the suppliers, partners and operations teams including onsite health care professionals as appropriate.
• Produce detailed reporting weekly and monthly on key areas including but not limited to team activity, inventory, status and availability of deployable assets, items current out of service, journey management and exceptions.
• Attend client meetings, keep action trackers and provide reporting where required.

Financial Management

• Actively manage operations to meet the applicable budget on gross profit and general expenses for the supply chain team.
• Develop and implement procedures as required for end-to-end processes including submitting clients estimates, client purchase orders, vendor purchase orders, client invoicing and supplier payments.
• Comply to GAPP, Group Standards, Intl.SOS Procedures and Business Rules for MedSupply Services.
• Ensure that supplier contract information is available to relevant procurement and billing teams for correct billing.
• Ensure that pricing is updated on the relevant platforms where fixed pricing models are applicable for correct billing.

Supplier Management

• Manage existing and as needed identify suitable suppliers who will be providing best pricing, good quality products and timely service. Carry out the appropriate credentialing / audits on vendors by using Intl.SOS supplier pre-qualification tools and follow-up on corrective actions.
• Ensure that all suppliers have service level agreement with relevant KPI’s and that those agreements are signed off and stored according to Intl.SOS standards.
• Ensure that supplier KPI measurement and at least annual discussion are conducted.
• Undertake market reviews and conduct comparative bid analysis as required.
• Ensure that the required systems (Medical Services / Commercial Maritime) are implemented, correctly used and up to date. The appropriate reporting is being developed/used and distributed.
• The appropriate supplier email inbox is being maintained, managed and escalations delt with on an ongoing basis.

Warehousing & Distribution

• Ensure that assigned software systems are being maintained and updated regularly. This includes pricing structures, product list and product codes and description.
• Provide guidelines and support on adequate stocking of the warehouse.
• Oversee the expiry of products in the warehouse and make corrective steps where excessive expiry is observed.
• Ensure that warehousing & distribution best practices are being followed.
• Ensure that all items ordered conform to the country standard list or per client’s requirement. Any purchase outside the standard list is to be escalated to Medical Director for approval.
• Ensure the annual stocktake is completed, findings are investigated, and stock adjustments are completed.
• All products are correctly onboarded in the inventory system (cost, product code and naming convention).
• Maintain regular schedule of deliveries to Medsites, ensuring that urgent requests are prioritised and key items are never out of stock.
• Develop procedures for the onboarding of new products into the operation.

Deployable Assets & Fleet

• Ensure that all assets to be deployed / already deployed are in good working order and correctly maintained, calibrated and inspected as required.
• Coordinate with designated third-party maintenance/vehicle providers for availability of vehicles, repairs, calibration and other asset associated activity.
• Support operations with physical tracking of deployable assets and reviewing utilization (fuel cards, vehicle usage and speeding, excessive data or call volumes on mobile phones, etc.).

Human Resources

• Lead and manage the supply chain team members.
• Create a work environment conducive to productive performance and job satisfaction.
• Act as mentor to staff and always demonstrate professional behaviour and respect.
• Ensure that quality systems are in place for all staff to be trained and qualified in the provision of effective and professional support in all scopes of practice.
• Collaborate with HR for Talent Management and Career planning of the staff.

Bid Participation

• Actively participate in bid submissions by providing fit for purpose, cost effective and executable MedSupply Services Solutions.
• Ensure that the solution is accurately costed to avoid any potential cost creep at later stage.
• Ensure the conditions of supplies/deployable assets are clearly defined in proposals submitted.

Quality Management

• Serve as primary liaison to MedSupply Services community addressing quality compliance issues.
• Ensure that Group Quality requirements are understood and enforced within US
• Drive initiatives within the team that contributes to long-term operational excellence.

About you

The person who holds this position will be required to not only work within a team, but will be responsible for establishing and nurturing a team environment that facilitates smooth project delivery. The ability to solve problems and make concise and informed decisions is essential. A collaborative and confident personality will assist in facilitating the ability to interact with all key personnel thereby ensuring the effective delivery of contract requirements.

Required Work Experience
• Minimum 5 - 7 years of related work experience in end-to-end supply chain management
• Experience in overseeing Fleet Management

Required Languages
• English

Travel / Rotation Requirements
• Baton Rouge-based position
• Travel regionally (20-30%)
• Short term stay on location of assignment may be required from time to time.