Operations and Purchasing Coordinator

About Chain of Hope

Chain of Hope provides life-saving cardiac care to children in developing countries who would otherwise have no access to treatment. Our mission is to bring hope where there is none by linking expert medical teams with children in need. Through a network of volunteers, medical professionals, and donors, we fund and facilitate complex heart surgeries and treatment, giving children the chance to lead healthy lives.

Overview:

The primary purpose of this job is to support the Overseas Operations Department, and Finance Department with the smooth running of international operational activity for the organisation. The role is part of a small team who execute overseas medical operations of Chain of Hope with our Medical Volunteers and Trustees.

Requirements

The key aspects of this post are to:

·       Manage and maintain all medical equipment and disposables needs including liaising with medical volunteers, partner cardiac centres, partner organisations and medical suppliers.

·       Identify, procure, and prepare all medical equipment and disposables needs for overseas medical missions and general activity needs.

·       Prepare and pack all medical equipment and disposables needs for overseas medical activities.

·       Maintain medical equipment and disposables database.

·       Manage internal medical equipment hardware.

·       Maintain regular communication and support partner cardiac centres with equipment and disposables needs.

·       Source second hand equipment through charity network and seek out new opportunities.

·       Proactively seek and/or apply to charitable donations from medical suppliers.

·       Proactive cost and budget control.

·       Prepare Purchase Orders for Overseas Operations and International Child Referral Departments.

·       Support the Finance Department with financial administration including purchase order management, invoice collection and management, and medical supplier relationship management.

·       Manage VAT status with medical suppliers.

·       Support Overseas Operations Manager with planning and budgeting.   

·       Positively promote Chain of Hope and our core values.

·       Represent COH in relevant external settings in supporting capacity, this may include travel on occasion.

·       Any other daily duties which are relevant to the role.

Person Specification:

Education/Qualifications

·       An undergraduate degree or equivalent in a relevant field

Experience and Knowledge

·       A minimum of three years of experience working in a professional environment in a comparable role

·       Experience working with a range of stakeholders including partners, suppliers and internal facing stakeholders including senior leadership and employees

Skill and Abilities

·       Excellent communication skills (written and verbal), numerical and analytical skills

·       Excellent attention to detail

·       Ability to work flexible hours

·       Strong team working and interpersonal skills

·       Ability to work independently, efficiently, prioritising tasks, managing deadlines, and maintaining organizational standards

·       Ability to adapt to difference audiences

·       Can work in stressful and emotionally led situations

·       Excellent in use of business tools such as Microsoft 365

·       Evidenced proficiency in both written and spoken English

Desired Experience and Knowledge:

·       Medical equipment

·       Medical supplier management

·       Raising Purchase Orders

·       Financial data management or accountancy software such as Sage

·       Safeguarding and Child protection policies

·       Charity compliance procedures