Purchase Officer, PSCMD Procurement

Job Purpose

• The Associate/Purchase Officer will be responsible for Non-medical (FDBR/GSTR) procurement and to coordinate the procurement  in the Warehouse.  Ensure continuity of supplies by close monitoring of stock movement and levels and by also appropriately planning staff work schedule to achieve departmental and institutional goals and objectives.

Key responsibilities

Financial Management

• Source, select and negotiate for the best discounts on trade prices for all stock and non-stock items.
• Ensuring products of best quality and standards as per the regulatory requirements

Administration

• Assist in managing and following up local, regional and import in case of delays or out of stocks.
• Meet with staff and vendors to discuss any issues arising from either side and ensure smooth relationship between the two.
• Source for new suppliers that have better quality products and negotiate better prices
• Interview vendors and visit suppliers' sites and distribution centers to examine and learn about products and prices.
• Work out delivery schedule with suppliers, such as when products will be delivered.

Quality Control

• 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 need for changes.
• Attend meetings, CME’s and conferences to learn about new industry trends and make contacts with suppliers

Coordination

• Identify high value and fast-moving product lines, negotiate & fix prices.
• 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 JCIA team in accordance with the JCIA requirements.

Reporting

• Maintain complete updated purchasing records/data and pricing in the system.
• Maintain and review records of existing contracts.
• 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.

Qualifications, Experience and Skills required:

• Bachelors Degree in Supply Chain Management.
• 3 years’ work experience in the field of supply chain management
• Basic knowledge of Inventory Control systems
• Business letters & report writing skills
• Proficiency in MS Office – MS Excel, MS word, MS PowerPoint, etc.
• Ability to work in a team and also independently
• Interpersonal & Communication skills
• Attention to detail
• Good organization and administrative skills
• Good leadership skills.