Coordinator - Contracts & Services, PSCMD - Procurement at Aga Khan University Hospital

Job Purpose

• Reporting to the Assistant Manager, Contracts and Services with a dotted line to the Manager, CAPEX and Contracts, the Coordinator will assist in managing all AKU/ AKUHN assigned responsibilities as required to achieve the overall AKUHN Material Management Division goals.

Key responsibilities

Financial Management

• Assist to Source, select, and negotiate for the outsourced services in terms of quality, price, terms, deliveries and services with suppliers and sub-contractors assigned.
• Assist to coordinate projects and run RFP/RFQ in preparing sealed bids, analyzing tender reports from Quantity surveyors, prequalify contractors, prepare comparative analysis and recommendation.
• Assist to analyze price proposals, financial reports, and other information to determine reasonable prices.

Administration

• Assist and coordinate all activities in the procurement cycle for AKU/ AKUHN.
• Prepare Contracts for AKU/ AKUHN
• Responsible for the preparation and processing of purchase orders and documents in accordance with PSCMD policies and procedures.
• Receiving/delivery of goods and services and handing over documents to team on time as per the guidelines.

Quality Control

• 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.
• Handle and monitor claims to vendors for services rendered.
• Meet with staff and vendors to discuss defective or unacceptable goods or services and determine corrective action.

Coordination

• Assist to source for new parts, suppliers, or sub-contractors when the need arises.
• Assist to Interview vendors and visit suppliers' premises to examine and review services, and prices.
• Assist to work out contractual agreements with suppliers for price discounts and implementation schedule.

Reporting

• Assist to coordinate team operations in accordance with guiding policy.
• Process invoices for payment/ LPO’s.
• Organise all site visits.
• Organise meetings for the team.
• Prepare site visit reports.
• Administration needs for the team.
• Book travel, accommodation etc. when need arises.
• Ensure that systems are in place to maintain and regularly update purchase records, data, files, and reports related to non-medical supplies purchases.
• Any other additional role given from time to time.

Qualifications, Experience and Skills required:

• Bachelor’s degree in Purchasing and Supply Chain field.  
• At least 5 years’ work experience in the field of Purchasing and Supply Chain Management.
• Candidates with experience in contract management and projects management will have an additional advantage.
• Proficiency in MS Office – MS Excel, MS word, MS PowerPoint, etc.
• Basic knowledge of Inventory Control systems.
• Business letters & report writing skills.
• Excellent interpersonal and communication skills; Excellent telephone handling skills
• Ability to work independently as well as in a team environment.
• Strong Negotiation skills and convincing power