Assistant Manager, MMD Administration at Aga Khan University Hospital

Job Purpose

• To coordinate purchasing of Medical/Surgical and Pharmaceutical supplies, initiate contracts with major suppliers at agreed prices, terms and conditions. Maintain steady suppliers for most items and any other duties as assigned by the Manager- Pharmacy Purchase/Medical/Surgical.

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.
• Responsible for approving all purchase orders for Pharmaceuticals/Medical/Surgical items up to a limit of Kshs 1.2M in accordance with PSCMD Policies and procedures.

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 a smooth relationship between the two.
• Source for new suppliers that have better quality products and negotiate better prices.
• Interview vendors and visit suppliers’ plants and distribution centers to examine and learn about products, services and prices.
• Work out policies 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 any need for changes.
• Attend meetings, CMC’s and Conferences to learn about new industry trends and make contacts with suppliers.

Coordination

• Identify high value and fast-moving product lines, negotiate prices and draw contracts for fixed periods with the most suitable distributors.
• Support Pharmacy Department with quotations.
• Coordinate with suppliers to ensure on-time delivery.
• Monitor and co-ordinate deliveries of items between suppliers (Local and Regional).
• Coordinate with the FMS Team in accordance with the JCIA requirements.
• Represent the department at the Hazmat Committee.
• Maintain and review the Hazmat Inventory

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 the Institutions Policies and procedures and do regular checks on the teams reporting to me to confirm.
• Generate periodic reports as necessary.

Qualifications, Experience and Skills required:

• Bachelors Degree in Supply Chain Management or a relevant Business related degree
• Membership with Chartered Institute of Purchasing & Supply (CIPS) or Chartered Institute of Logistics (CILT) or Kenya Institute of Supplies Management (KISM) or any other relevant professional body is required.
• Certificate/Diploma in Pharmaceutical Technology, Laboratory Technology or Nursing will be of great additional advantage.
• Minimum of 3 years’ work experience in the field of supply chain management and preferably in a hospital setting
• Proficiency in MS Office – MS Excel, MS word, MS PowerPoint and excellent numeracy and IT skills
• Basic knowledge of Inventory Control Systems
• Business letters & report writing skills.
• Ability to work independently as well as in a team environment.
• Strong negotiation skills and convincing power
• Good organization and administrative skills