Job Title: Procurement Officer
Our client, a hospital located along Thika Road, Nairobi is seeking to fill the role of Procurement Officer
JOB SUMMARY
The job holder will provide leadership and will be responsible for effective and efficient procurement and supply chain management in the Hospital ensuring that values and competencies in maintaining transparency, integrity, and compliance with established regulations are observed in all procurement and related processes in order to deliver value for money to support the Hospital’s operations and service delivery.
ROLES AND RESPONSIBILITIES
- Provide professional, strategic, and operational management of the procurement function to provide effective, efficient, and quality service delivery.
- Ensure compliance with the Hospital’s procurement policy and guidelines and monitor implementation in consultation with and under the general guidance of the Administrator.
- Undertake periodic reviews and make recommendations on changes/improvements in procurement policies and procedures.
- Manage the resources allocated to the procurement function in a prudent manner.
- Ensure that the staff of the Procurement unit maintains effective service delivery to all Departments and Units of the Hospital.
- Promote initiatives that support timely procurement and delivery of goods and services for the Hospital.
- Facilitate regular departmental team meetings to promote communication and information sharing, discuss performance standards and compliance, staffing, and monitor general trends in patient complaints and other concerns and/or developments.
- Ensure that the staff of the Procurement Department understand and promote emergency and evacuation procedures in line with relevant regulations and/or requirements.
- Draw up, manage, and monitor the budget for the Department in consultation with the Heads of Departments and the Administrator and assist the Divisional and Departmental Heads in assessing budgets prior to procuring goods and services.
- Maintain an approved list of contractors and vendors/supplies and invite, assess, and recommend supplier tenders, bids, quotations, and proposals.
- Forecast the level of demand for supplies and services and ensure these meet the Hospital’s needs, in collaboration with the Divisional Heads and under the general guidance of the Administrator.
- Undertake effective sourcing of goods and services for all Departments/Units of the Hospital; compare prices, specifications, and delivery dates in order to determine the best bid among potential suppliers.
- Receive requisitions from users (Departments/Units) and register them in the requisition register.
- Draft and obtain quotations/or open tenders where necessary and coordinate the bid selection and award process.
- Prepare purchase orders and contract documents and ensure they are managed in an appropriate manner.
- Negotiate supply contracts to secure the best value on procurement, formulate supply contracts, and undertake verification of deliveries against purchase orders to ensure compliance in all aspects.
- Track the status of requisitions, contracts, and orders and ensure deliveries are done on time; and resolve any issues such as variations on specifications, shortages, missed or late deliveries, etc.
- Ensure that all goods received are properly recorded and stored, and Investigate qualitative and quantitative discrepancies between goods ordered and goods received.
- Verify invoices related to the procurement of goods and services for processing/payment.
- Ensure proper support documentation of invoices before handing them over to finance for payments.
- Keep abreast with and keep management informed on government rules affecting purchases and procurement.
- Maintain a system for monitoring the performance of contractors/suppliers/vendors.
- Carry out periodic research to ascertain the best products and suppliers in terms of the best value, delivery schedules, and quality.
- Address queries from the Departments/Units and suppliers/vendors keenly on procurement issues including purchase orders and receipt of goods and services.
- Initiate asset tagging, verification, maintenance, and monitoring as appropriate and in compliance with established rules and procedures.
- Facilitate customs clearance of imported supplies and equipment.
- Administer contract performance including delivery, receipt, warranty, damages, and insurance.
- Comply with and maintain knowledge of applicable policies, rules, regulations, legislation, standards, and best practices related to the procurement function.
- Records and Reports on Procurement
- Maintain an up-to-date and systematic filing system for procurement documents.
- Compile and maintain all documentation for procurement processes from advertisement to award of contract.
- Provide regular procurement reports, identify and investigate unusual items and report accordingly.
- Ensure timely reporting to the supervisor on matters that need attention/information.
MINIMUM REQUIREMENTS
- At least three (3) years of experience in the management of procurement and supply chain services, logistics, and asset management.
Experience working in a hospital setup is an added advantage
- Bachelor’s degree in a business-related field from a recognized institution
- Diploma in Supply Chain Management
- Should be a member of the Kenya Institute of Supplies Management
KEY SKILLS AND COMPETENCIES
- Sharp coordinating skills for working with vendors to adjust bid schedules to permit adequate vendor response time.
- Good Administrative skills to interpret procurement policies and procedures
- Sound analytical skills to implement and coordinate purchases for volume discounts and to evaluate lease versus buy decisions
- Excellent communication skills
- Good leadership skills to encourage procurement responsibilities for all levels of staff
- Good Negotiation skills to negotiate prices and discounts with vendors/contractors
- Good judgment and decision-making skills
- Excellent Customer Service orientation.
- Excellent knowledge of products, services, suppliers, the market, and the economy in general.
HOW TO APPLY
Qualified and interested candidates should apply by sending their updated CV and cover letter in pdf format quoting their current/last and expected salary to [email protected]
