Senior Procurement Officer at LVCT Health

REPORTING TO: Finance & Admin Manager
LOCATION: Coast Region

Job Purpose

To facilitate the acquisition and supply of goods, services and works, at optimum cost effective levels in a thoroughly documented, compliant, expeditious and effective manner.

Key Responsibilities

1. Procurement / Compliance
2. Ensure that procurement of goods, services and works are done in compliance and with within the stipulated policies and guidelines, that LVCT Health will get value for money by ensuring that negotiation opportunities are optimized and documented.
3. Ensure that LVCT Health is committed procedurally. Purchase order must be issued before the goods are delivered.
4. Ensure that only prequalified suppliers are the primary source of quotes.
5. Prepare weekly procurement status reports in the prescribed template.
6. Vendor Relationship Management
7. Ensure use of the Preferred vendor list, fair distribution of business and deliberately ensuring that the suppliers are treated with due respect, complains and compliments are handled professionally while in all engagements, LVCT Health interests and image/brand are put ahead of everything else.
8. Develop, manage and maintain an arm’s length relationship with vendors at all levels; will ensure that LVCT Health suppliers for goods & services fulfil their obligations in a timely manner, are paid on a timely basis, and that any disputes arising are managed in a professional, procedural and consultative manner.
9. Negotiate with vendors to facilitate LVCT Health compliance with USG regulations on non-payment of VAT; will vigorously pursue outstanding VAT exemption claims, reimbursement checks from vendors.
10. Documentation
11. Prepare and review supplier evaluations/bids analysis, requests for awards, purchase orders, contracts for services and other procurement documents, ensuring strict adherence to applicable procedures, accuracy and completeness of procurement supporting documents.
12. Generate and disseminate complete, accurate and relevant monthly procurement reports on user friendly, standardized templates to support project management decision making.
13. Ensure that all procurement documents are filed, secured and stored whether electronic or hand copies.
14. Invoicing
15. Ensure that LVCT Health is continually invoiced for all the procedural commitments that have been made. Variations must be resolved with the suppliers’ way before the submission invoices to Finance Department.
16. Ensure that tracking of PO is done monthly without fail and follow up and follow through with supplies is done for outstanding bills.
17. Risk Management
18. Identification of risks that related to procurement recommend mitigating solutions to the Operations Director.
19. Innovation
20. Ensure continuous innovations, adoption of best practices and regular reviews of Procurement processes, for optimal efficiency.
21. Prepare invoices that have been received in the department weekly for settlement.

Qualification, Skills and Experience

1. Bachelor’s degree in Purchasing/Supplies. Diploma holders may be considered with the requisite experience.
2. Minimum of three years working experience in a similar role.
3. Excellent verbal and written communication skills.
4. Proficiency in the use of MS office applications.
5. Must be a strong team player.
6. Person of high integrity.