Head, Supply Chain Management (SCM)

Role & responsibilities

1. Job Purpose

To lead and manage the complete supply chain function for 108 Emergency Ambulance Services, ensuring timely procurement, availability, storage and distribution of all required materials, consumables, uniforms, PPE, medical/non-medical items, spare parts and other operational requirements across all ambulance locations and offices.

The SCM Head will ensure right material, right quantity, right quality, right location and right time, while maintaining cost efficiency, inventory control and compliance with organizational and statutory requirements.

2. Key Responsibilities

A. Procurement & Vendor Management

• Develop and implement state-level procurement and supply-chain strategies.
• Identify, evaluate and onboard reliable local and state-level vendors.
• Negotiate prices, payment terms, delivery timelines and service conditions.
• Ensure procurement is carried out as per approved budgets and organizational policies.
• Maintain an approved vendor database and periodically evaluate vendor performance.
• Ensure competitive quotations and proper documentation for purchases.
• Develop alternate vendors for critical and emergency requirements.

B. Ambulance Operational Requirements

Ensure uninterrupted availability of materials required for 108 ambulance operations, including:

• Medical consumables and emergency-care items.
• PPE, safety equipment and uniforms.
• Cleaning and sanitation materials.
• Stationery and administrative items.
• Communication/electronic accessories.
• Vehicle-related consumables and operational materials.
• Workshop-related consumables and non-critical spare requirements.
• Any other materials required for smooth ambulance operations.

C. Inventory & Store Management

• Establish minimum, maximum and reorder levels for critical materials.
• Monitor inventory across the state, districts, workshops and ambulance locations.
• Ensure timely replenishment to avoid stock-outs.
• Control excess and slow-moving inventory.
• Conduct periodic physical stock verification.
• Investigate and resolve inventory discrepancies.
• Ensure proper storage, handling and preservation of materials.
• Maintain proper inward, outward, transfer and consumption records.
• Implement FIFO/FEFO wherever applicable.

D. Distribution & Logistics

• Plan timely distribution of materials to all districts/ambulance locations.
• Coordinate with Operations, Fleet, Workshop, HR and Finance teams for material requirements.
• Monitor delivery status and ensure adherence to committed timelines.
• Optimize transportation and logistics costs.
• Develop an efficient distribution mechanism for emergency requirements.
• Ensure proper acknowledgement of materials delivered to end users.

E. Cost Control

• Monitor SCM expenditure against approved budgets.
• Identify opportunities for cost reduction without compromising quality.
• Analyze procurement prices and consumption trends.
• Control unnecessary purchases and material wastage.
• Ensure proper utilization of available inventory before fresh procurement.
• Prepare periodic cost-saving and efficiency reports.

F. Demand Planning & Forecasting

• Collect material requirements from districts and functional departments.
• Prepare monthly/quarterly procurement plans based on consumption trends.
• Forecast requirements for new ambulance deployment, replacement and expansion.
• Maintain adequate buffer stock for critical emergency items.
• Plan procurement in advance for high-consumption and long-lead-time materials.

G. Compliance & Documentation

• Ensure SCM activities comply with company policies and approval processes.
• Maintain proper Purchase Requisition, quotation, comparative statement, Purchase Order and invoice documentation.
• Ensure vendor documents and statutory records are complete and updated.
• Support internal and external audits.
• Ensure timely closure of audit observations related to SCM.
• Maintain transparent and traceable procurement records.

H. Cross-Functional Coordination

Work closely with:

• Operations: Ambulance-level requirements and emergency material availability.
• Fleet/Workshop: Vehicle and workshop requirements.
• Finance: Budget, vendor payments and invoice reconciliation.
• HR: Uniforms, employee welfare and administrative requirements.
• Quality: Compliance and quality standards.
• IT: IT/electronic material requirements.
• State/HO Management: Approvals, budgets and strategic procurement decisions.

3. Key Performance Indicators (KPIs)

KPI - Key Measurement

Material Availability

% availability of critical materials

Stock-out Control

Number of stock-out incidents

Procurement TAT

PR to PO / PO to delivery turnaround time

On-Time Delivery

% deliveries within committed timeline

Cost Saving

Savings against benchmark/budget

Inventory Accuracy

Physical vs. system stock accuracy

Inventory Turnover

Efficient utilization of inventory

Slow-Moving Stock

Reduction in non-moving/slow-moving inventory

Vendor Performance

Quality, price and delivery compliance

Emergency Requirement

% emergency requirements fulfilled within TAT

Audit Compliance

Closure of SCM audit observations

4. Authority & Decision-Making

• Recommend vendors based on price, quality and service capability.
• Negotiate commercial terms within approved authority.
• Recommend procurement plans and inventory norms.
• Recommend alternate vendors in case of poor performance.
• Escalate critical stock-outs and supply disruptions to management.
• Approve/recommend procurement as per the organization's delegation of authority.
• Stop/reject substandard or non-compliant material after appropriate verification.

Preferred candidate profile

Male Candidates