Free Sample Head Of Department TSD Job Description
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Sample Head Of Department TSD Job Description


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Head of Department (TSD)

POSITION:

Head of Department (TSD)

INCUMBENT(S):

Sam Doe

DIVISION:

Technical Service Department

ORGANIZATION:

Company ABC

LOCATION:

City ABC

DATE:

June 28, 2013

Approval Signatures:

                                                                             

Incumbent                           Deputy General Manager

RESPONSIBILITIES:

This position is responsible for ensuring the effective management of the operations and resources of the Technical Service Department.

This position is required to supervise and maintain TSD staff, inventory management processes.

This position conducts training for and disseminates information to internal and external Company ABC customers.

ORGANIZATION MAGNITUDE (Annualized):

Total ABC Staff:             52

Total Budget                  13,632,993,292

Total Revenues              13,937,536,891

ORGANIZATION STRUCTURE:

This position reports to the Deputy General Manager and receives verbal and written direction from this individual.

This position supervises and directs:

·         Senior Sales Technician (0): Offers support to the Sales Technician whose responsibilities include issuance of sales orders and quotations, preparation and submission of stock requisitions and participates in inventory management

·         Sales Technician (1): Issues sales orders and quotations, prepares and submits stock requisitions and participates in inventory management

·         Workshop Supervisor (1): In charge of offering after sales services, installing and commissioning new equipment supplied by Company ABC and participating in user training session

This position provides indirect guidance to:

·         Production Pharmacist: acquisition, utilisation and maintenance of pharmaceutical equipment

·         Communication and Development Officer: Provision of information related to the use and maintenance of medical equipment

·         Procurement Officer: procurement of stock for TSD

This position receives indirect guidance from:

·         Head of Finance and Accounts: VAT computations

NATURE OF WORK AND JOB SCALE:

Freedom to Act:

This position has work originating from:

·         TSD Procurement (Verification of Orders)

·         Production Unit (Provision of after sales services)

This position provides work to the following individuals, groups and/or departments:

·         Deputy General Manager

·         Procurement Officer

The work performed by this position is typically reviewed or approved while in progress by the following individual(s):

·         Deputy General Manager

The work performed by this position is typically reviewed or approved when completed by the following individual(s):

·         Deputy General Manager

This position has access to the following procedures and/or manuals to assist with completing his/her work:

·         Sales Order Procedures

·         After Sales Procedures

·         Purchase Procedures

·         Goods Returned Procedures

·         Information Storage and Retrieval Procedures

·         Inventory Management Procedures

Challenges:

The position encounters frequent problems related to:

  • Work interruptions e.g. leaving my deskwork to help the sales officer attend to customers

The most difficult problems this position encounters include:

·         Goods returned

·         Disgruntlement amongst department staff

This position has access to a supervisor and/or other employees in order to resolve the following problem(s):

·         Problems related to the acquisition, utilisation and maintenance of pharmaceutical equipment

·         Problems related to assets in need of repair or replacement

·         Problems related to customer credit limits

Contacts:

This position has contact with the following individuals, departments and/or external contacts on the following basis:

·         Deputy General Manager: to obtain approval of work processes, on a daily basis

·         Uganda Protestant Medical Bureau (Coordinates church-based health facilities), Executive Secretary: To participate in the formulation of project proposals to re-equip private not for profit heath facilities, on a monthly basis

·         Uganda Catholic Medical Bureau (Coordinates church-based health facilities), Executive Secretary: To participate in the formulation of project proposals to re-equip private not for profit heath facilities, on a monthly basis

·         Japanese International Cooperation Agency, Country Representative: To explore opportunities of sourcing from Japanese suppliers, on a bi-monthly basis

·         HEART (Healthcare through reliable and appropriate technology) Consultancy (a Netherlands based consultancy firm), Director: To obtain advice on health care technology management, on a monthly basis

·         Ministry of Health - Infrastructure Division: To exchange information on matters relating to medical equipment

·         Health Infrastructure Working Group: To represent NGOs on health sector planning

·         National Advisory Committee on Medical Equipment: To plan and review matters related to national medical equipment policy

SPECIFIC RESPONSIBILITIES:

·         To ensure that TSD staff perform efficiently and effectively

o          discussing with staff the departments performance targets

o          continuously monitoring and reviewing the department performance against the set targets

o          conducting annual staff appraisals

·         To ensure the proper management of inventory in TSD

o          supervising the stock taking process

o          supervising the verification process of supplier orders

o          supervising the receiving of purchased supplies

o          supervising the proper storage of stock

·         To ensure that customers are provided with adequate technical information and knowledge

o          developing and regularly updating the product catalogue that is used by staff

o          training TSD staff on how to disseminate the product information

o          training TSD customers on the use and maintenance of pharmaceutical/hospital equipment

·         To ensure that customers are provided with quality after sales service

o          supervising the activities of the after sales workshop and occasionally getting involved in the maintenance work

·         To provide back up support for IT services within Company ABC by responding to immediate requests from the staff of Company ABC regarding IT-related issues in the absence of the IT officer

·         Provide reports to the following individuals, departments and/or external contacts on the following basis:

o         field visit reports to Management Team to provide findings from field visits, on an annual basis

o         TSD activity report to Technical Service Committee to provide periodic activities of TSD, on a quarterly basis

o         needs assessment reports to customers to provide needs assessment findings, on a bi-annual basis

o         TSD progressive reports to Management Team to provide performance of TSD, on a weekly basis

o         inventory management reports to Management Team to provide stock movement, on a bi-annual basis

o         after sales activity report to Management Team to provide after sales activities, on a monthly basis

WORKING CONDITIONS:

This position is subject to a workload combined with tight deadlines necessitating working beyond standard work hours, twice a month and lasting for 2 days.

QUALIFICATIONS:

Bachelors Degree and Experience


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