Procurement Officer - Medical & Pharmaceutical

Job Description

Job purpose: Reporting to the Senior Manager ? Supply Chain and will be responsible for execution of high volume, low, mid, and high-range value transactions related to the purchasing and acquisition of goods, commodities, equipment, contracts, and services as needed or required to sustain and safeguard the Hospital. The officer will lead in the identification, evaluation, and selection of suppliers, including developing and managing supplier relationships and have responsibility for successfully negotiating supplier contract terms and procurement/pricing agreements.ÿThe primary responsibility to execute purchasing transactions and acquisitions included in the following responsibilities:

• Interact and meet with department heads for project planning, development of bid specifications, valid justifications, vendor research, develop evaluation research for timely awards, develop evaluation criteria.
• Review and validate user information, vendor responsibility review, developing evaluation criteria, participating in evaluation selection process for awards, review and expedite contracts, purchase orders, change notices, blanket and standing orders, etc., to ensure timely payment of invoices against issued purchase orders.
• Develop, solicit, and award bids, requests for proposals, request for qualification and request for information; responsible to process simple to complex purchasing transactions independently and with supervision for more complex transactions.
• Participate in evaluation and selection process and provide guidance and instructions in the preparation of requisition approvals for user departments.
• Review, expedite contracts and purchase orders to ensure timely payment of invoices against issued procurements.
• Coordinate and communicate with appropriate offices to facilitate the efficient and timely processing of contractual agreements.
• Accumulate and analyse data and statistics on procurement transactions.
• Establish clear communications and timely follow up with User Departments and Vendors.
• Maintain Audit Compliant electronic and paper files with well-established chronological data.
• Follow up on accounts payable payment problems including increasing quantities, notifying department of funding shortages, timely change order execution, follow up on receipts of materials that by-passed Purchasing,
• Train departments about rules and regulations for sole source commodities, provide timely customer service response to calls for assistance in solving procurement problems.
• Negotiate contracts with vendors, issuing purchase orders for materials, matching purchase orders with invoices and verifying delivery schedules.
• Stay up to date on pricing and industry trends, such as special taxes levied on medical devices and supply chain standards that govern bar codes and other universal tracking methods for equipment and health care supplies.
• Communicate frequently with hospital departments to monitor their needs.
• Coordinate purchases with an outside group-purchasing organization that assists multiple health care providers in obtaining supplies and equipment at lower rates.
• Establish and follow procurement procedures and work instructions.
• Select and source for items and services suppliers.
• Create item codes for items and services.
• Initiate and create Suppliers codes according to supplier qualification process.
• Conduct periodic assessments of suppliers and initiate cost improvement programs to lower the costs consistent with service required.
• Maintain compliance to the document control and Internal/External regulations.
• Issue Purchase Orders and follow up the targeted deliveries.
• Coordinate with accounts payable to resolve vendor dues.
• Maintain inventory level for the stockable items.
• Perform the assigned analysis and generate the periodic reports.
• Escalate potential supply risks to the next level and provide the risk mitigation plans accordingly.

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