Procurement Officer at Premier Hospital

REPORTS TO: PROCUREMENT MANAGER

JOB PURPOSE

The Procurement Officer will be responsible and accountable for ensuring the effective procurement of goods and services, with a primary objective of delivering the best value for money by balancing price, quality, and delivery standards. This role requires proactive understanding and meeting user requirements to ensure timely and uninterrupted supply, contributing to an exceptional customer experience across the organization. The Procurement Officer will maintain accurate and comprehensive procurement records and prepare regular reports to provide insights into procurement activities, compliance, and cost-effectiveness within their section.

MAIN DUTIES AND RESPONSIBILITIES

• Procurement planning - Develop and manage the procurement strategy ensuring alignment with organizational goals.
• Supplier management - Identify, evaluate, and manage suppliers fostering strong supplier relationships for quality assurance and value for money services.
• Sourcing and vendor negotiation - Conduct market research, evaluate supplier bids, negotiate contracts, and manage the tendering process to secure optimal pricing and terms.
• Compliance - Ensure compliance with procurement policies, industry standards, and regulatory requirements.
• Inventory and Stock Control - Oversee inventory management and maintain optimal stock levels to prevent shortages or excess stock.
• Cost Management - Implement cost saving measures through effective purchasing practices, price benchmarking, and bulk procurement when feasible.
• Contract Management - Prepare, negotiate, and manage contracts, ensuring clarity in service and product specifications.
• Risk Assessment - Conduct risk assessments related to procurement processes and take corrective actions to mitigate risks.
• Reporting - Prepare and present procurement reports for management, detailing expenditures, savings, supplier performance, and procurement activities.
• Continuous Improvement - Develop strategies for process improvement to enhance efficiency in procurement operations.

MINIMUM REQUIREMENTS/ QUALIFICATIONS

• Diploma in Supply Chain Management, Procurement or a related field.
• Diploma in Pharmacy will be added advantage.
• Professional certifications like Certified Procurement Professional (CPP), Certified Supply Chain Professional (CSCP), or Chartered Institute of Procurement & Supply (CIPS).
• Minimum of 2-3 years of experience in procurement, supply chain management, or a related field. Prior experience in healthcare is added advantage.
• Proficiency in procurement software or ERP systems.
• Strong knowledge of Microsoft Office.

KEY JOB REQUIREMENTS

• Negotiation Skills - Ability to negotiate favorable terms with suppliers and vendors, ensuring maximum value.
• Attention to Detail - Keen eye for detail to evaluate bids, contracts, and pricing, avoiding errors in procurement documentation.
• Analytical Thinking - Capable of analyzing procurement trends and data to make informed, strategic decisions.
• Problem-Solving Skills - Quick to identify and resolve procurement related issues, including supply shortages and vendor disputes.
• Communication Skills - Excellent verbal and written communication for clear and effective interactions with suppliers, management, and other stakeholders.
• Integrity and Transparency - High ethical standards and commitment to transparent processes and fair dealings.
• Adaptability and Flexibility - Ability to adapt to changing market conditions, organizational needs, and supplier issues.
• Financial Acumen - Solid understanding of cost management, budgeting, and financial analysis in procurement.
• Technical Proficiency - Familiarity with procurement software and ERP systems.
• Interpersonal Skills - Ability to build and maintain positive relationships with suppliers and internal teams.