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.

1. 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
- Solid ownership and accountability

1. 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

📌 Scm Mis Executive (Balangir)
🏢 GVK Emergency Management and Research Institute (GVK EMRI)
📍 Balangir