Job Title: Procurement, Purchasing & Supply Chain Management Coordinator
Hiring Organization: Aga
Khan University Hospital
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Healthcare
Job Type: Full
Time
Salary: KES
Competitive
Date Posted: 02/05/2024
Aga Khan
University Hospital, Nairobi is a private not-for-profit teaching hospital that
provides tertiary and secondary level healthcare services. It is the first
hospital in East Africa to be accredited by the Joint Commission International
from the USA. The University Hospital has been providing high quality care for
the people of East Africa and beyond for over 60 years.
Job Purpose
To
coordinate purchasing of pharmaceutical supplies, as well as price negotiation,
delivery and user support. To manage and supervise the pharmaceutical team,
monitor and manage stored inventory and in-house inventory. Seek and develop
new sources of supply. Prepare and manage reports and coordinate audit and
quality matters as assigned.
Key
responsibilities
Financial
Management
Source,
select and negotiate for the best purchase package in terms of quality, prices
for stock and non-stock items, terms, deliveries and services with suppliers
and sub-contractors assigned.
Analyze
price proposals, financial reports and other information to determine
reasonable prices.
Evaluate
suppliers based on price, quality and delivery speed.
Evaluate
and monitor contracts to be sure that vendors and suppliers comply with the
terms and conditions of the contract and to determine need for changes.
Administration
Responsible
for the preparation and processing of purchase orders and documents in
accordance with PSCMD policies and procedures.
Assist in
managing and following up delivery of orders.
Meet with
staff and vendors to discuss any issues arising from either side, e.g.
defective or unacceptable goods or services and determine corrective action and
ensure smooth relationships between the two.
Handle
and monitor claims to Manufacturers and vendors for defectives, shortage, short
expiries/LOU.
Interview
vendors and visit suppliers’ plants and distribution centers to examine and
learn about products, services, and prices.
Work out
contractual agreements with suppliers for price discounts and scheduled
delivery.
Quality
Control
Schedule
store visits and conduct competitor surveys.
Attend
meetings, trade shows and conferences to learn about new industry trends and
make contacts with suppliers.
Plan and
manage inventory levels of materials and products.
Evaluate
suppliers based on price, quality, and delivery time.
Evaluate
and monitor contracts to be sure that vendors and suppliers comply with the
terms and conditions of the contract and to determine the need for changes.
Coordination
Coordinate
with suppliers to ensure on-time delivery.
Identify
high value and fast-moving product lines, negotiate prices and draw contracts
for fixed periods with most suitable distributor.
Support
pharmacy department with quotations and coordinate with suppliers to ensure
on-time delivery.
Monitor
and co-ordinate deliveries of items between suppliers to ensure that all items
are delivered to each warehouse/site/store on time.
Monitor
and co-ordinate deliveries of items between suppliers (local and regional).
Coordinate
with the FMS team in accordance with the JCIA requirements.
Reporting
Maintain
complete updated purchasing records/data and pricing in the system.
Maintain
and review records of items bought, costs, deliveries, product performance and
inventories.
Prepare
reports and summarize data including spend.
Address
Pharmacy section quality concerns (ISO, JCIA, latest supply chain trends)
Manage
the Pharmacy process and continuous improvement program.
Address
Pharmacy Stores audit matters and give feedback as indicated
Monitor
the seamless flow of invoices to the documentation team
Ensure
compliance with institution policies and procedures and do regular checks on
the teams reporting to me to confirm their adherence to the same.
Generate
periodic reports as necessary.
Qualifications,
experience and skills required:
Bachelors
Degree in Supply Chain Management.
Certificate
in Pharmaceutical Technology, Laboratory Technology or Nursing will be of
additional advantage.
Membership
with KISM/ CIPS or any other relevant professional body required.
3 years’
work experience in the field of supply chain management in healthcare
institutions.
Proficiency
in MS Office – MS Excel, MS word, MS PowerPoint, etc.
Experience
in Inventory Control systems.
Excellent
interpersonal and communication skills; Excellent telephone handling skills
Ability
to work independently as well as in a team environment.
A
Self-starter
Strong
negotiation skills and convincing power
A
willingness to travel.