Scm Mis Executive

Role & responsibilities

1. Job Purpose

To manage SCM MIS, inventory data, material consumption, ambulance-wise requirements, procurement tracking and supply-chain analytics for 108 Emergency Ambulance Services.

The position will act as a bridge between SCM, Operations, Fleet/Workshop, Medical/Field Teams, Finance and Vendors to ensure accurate data, timely material availability and effective inventory control across all ambulance locations.

2. Key Responsibilities

A. SCM MIS & Reporting

• Prepare daily, weekly and monthly SCM MIS reports.
• Maintain ambulance-wise, district-wise and location-wise material data.
• Prepare reports on:
• Material stock
• Consumption
• Pending requirements
• Procurement status
• Material issued/received
• Stock-out
• Excess/slow-moving inventory
• Vendor performance
• Pending PR/PO
• Material delivery status
• Develop dashboards for management review.
• Ensure accuracy and timely submission of SCM MIS to State/HO management.
• Analyze trends and highlight abnormal consumption or stock variations.

B. Inventory Management

• Maintain accurate inventory records for medical and non-medical materials.
• Track opening stock, receipts, issues, consumption and closing stock.
• Monitor Minimum Stock Level (MSL), Maximum Stock Level (Max) and reorder levels.
• Identify potential stock-out situations and alert the SCM Head in advance.
• Track slow-moving, non-moving and excess inventory.
• Coordinate periodic physical stock verification.
• Identify and report discrepancies between physical and system stock.

C. Medical Consumables Management

For candidates with D.Pharm/Medical Technician backgrounds:

• Monitor ambulance-wise availability of medical consumables.
• Track consumption patterns of emergency medical items.
• Support preparation of standard ambulance-wise material requirements.
• Monitor expiry dates of medicines/medical consumables where applicable.
• Maintain FEFO (First Expiry, First Out) practices for applicable medical materials.
• Highlight near-expiry, expired or damaged materials.
• Coordinate with Medical/Operations teams regarding critical medical item requirements.
• Ensure appropriate documentation for issue and consumption of medical materials.

D. Fleet & Workshop Material MIS

For candidates with Fleet/Workshop backgrounds:

• Track workshop consumables and operational materials.
• Maintain vehicle/ambulance-wise material consumption records.
• Analyze consumption against ambulance utilization.
• Track spare/consumable requirements raised by workshops.
• Monitor pending material requirements affecting ambulance availability.
• Prepare reports on material-related vehicle downtime.
• Coordinate with Fleet and Workshop teams regarding urgent requirements.

E. Procurement Tracking

• Track all approved Purchase Requisitions (PRs) and Purchase Orders (POs).
• Maintain PR-to-PO and PO-to-delivery tracking.
• Monitor pending procurement and delayed deliveries.
• Prepare vendor-wise pending order reports.
• Coordinate with SCM team and vendors for timely delivery.
• Maintain procurement lead-time data.
• Highlight critical pending procurement to the SCM Head.

F. Material Distribution

• Track dispatch of materials from central/state stores to district and ambulance locations.
• Maintain location-wise dispatch and receipt records.
• Monitor pending acknowledgements.
• Reconcile dispatch quantity with receipt quantity.
• Prepare ambulance/district-wise distribution reports.
• Ensure documentation for material transfer between locations.

G. Data Analysis & Cost Control

• Analyze monthly material consumption trends.
• Identify abnormal/high consumption at ambulance or district level.
• Compare actual consumption against approved norms.
• Identify opportunities for inventory optimization and cost reduction.
• Prepare variance reports and highlight unusual deviations.
• Support SCM Head in annual/monthly demand forecasting.

H. Coordination with Departments

Regularly coordinate with:

• SCM: Procurement, inventory and vendor management
• Operations: Ambulance-level requirements and consumption
• Fleet/Workshop: Vehicle-related material requirements
• Medical Team: Medical consumables and emergency-care items
• Finance: Purchase/invoice/payment reconciliation
• HR/Admin: Uniforms and employee-related materials
• IT: SCM systems and MIS/dashboard requirements

I. System & Data Management

• Maintain SCM data in ERP/SCM applications or designated systems.
• Ensure timely data entry and data accuracy.
• Reconcile system data with physical records.
• Maintain master data for materials, locations, vendors and users.
• Identify system/data discrepancies and coordinate corrective action.
• Maintain proper digital and physical documentation.

3. Key MIS Reports

The SCM MIS Executive should be responsible for preparing, maintaining and analyzing:

Report

Frequency

Daily Stock Position

Daily

Critical/Stock-Out Items

Daily

Pending Material Requirements

Daily/Weekly

Procurement Tracker

Weekly

PR/PO Ageing

Weekly

Material Consumption

Monthly

Ambulance-wise Consumption

Monthly

District-wise Consumption

Monthly

Inventory Ageing

Monthly

Near-Expiry/Expiry Report

Monthly

Vendor Performance

Monthly

Material Distribution Report

Weekly/Monthly

Slow/Non-Moving Stock

Monthly

Inventory Variance Report

Monthly

Cost & Consumption Analysis

Monthly

4. Key Performance Indicators (KPIs)

KPI

Measurement

MIS Accuracy

99% data accuracy

MIS Timeliness

Reports submitted within defined TAT

Inventory Accuracy

Physical vs. system stock

Stock-Out Control

Reduction in critical stock-outs

Reorder Compliance

Timely identification of reorder requirements

Procurement Tracking

% PR/PO tracked within TAT

Material Distribution

% timely delivery to locations

Expiry Control

Zero avoidable expiry loss

Consumption Variance

Identification and reduction of abnormal consumption

Data Reconciliation

Timely closure of discrepancies

Vendor Delivery

Tracking of delayed/overdue orders

Cost Optimization

Identification of consumption/cost-saving opportunities

5. Qualification

Preferred

• B.Com / BBA / B.Sc. / Graduate with SCM/MIS experience
• Diploma/Degree in Supply Chain, Logistics or Operations
• Any graduate with relevant SCM and MIS experience

Additional Advantage

• Experience in 108 Ambulance/Emergency Medical Services
• Healthcare/pharmaceutical supply-chain experience
• Fleet/Workshop inventory experience
• Experience managing multi-location inventory

6. Required Skills

Technical Skills

• Advanced MS Excel Pivot Table, VLOOKUP/XLOOKUP, SUMIFS, COUNTIFS, IF, data validation, charts and dashboards.
• MIS preparation and data analysis
• Inventory management
• Basic procurement process
• ERP/SCM software
• Power BI/Tableau knowledge preferred
• Good documentation skills

Domain Knowledge

• Medical consumables and pharmacy items preferred
• Ambulance operations preferred
• Fleet/workshop consumables preferred
• Supply-chain processes
• Inventory norms and stock management

7. Behavioral Competencies

• Strong analytical and numerical ability
• High attention to detail
• Good follow-up skills
• Strong coordination capability
• Problem-solving approach
• Ability to work with large datasets
• Good communication skills
• Ability to work under pressure
• Field coordination capability
• Strong ownership and accountability

8. Key Responsibility in 108 Ambulance Services

The SCM MIS Executive should ensure that management has accurate and real-time visibility of material availability and consumption across the ambulance network.

Core objective:

Right material + Right quantity + Right location + Right time + Right data.

Preferred candidate profile

Male Candidates