Coordinator-Procurement, Purchasing and Supply Chain Management at Aga Khan University Hospital

Job Purpose

To coordinate purchasing of Laboratory and Radiology supplies, initiate contracts with major suppliers for supplies at agreed prices, terms and conditions. Maintain steady suppliers for most items and any other duties as assigned by Manager Opex & Regional Purchases. Provide oversight for FMS, Hazmat, Quality and Disposals.

Key responsibilities
Financial Management

• Source, select and negotiate for the best discounts on trade prices for all stock and non-stock items while ensuring products of best quality and highest quality compliance standards as per the regulatory and statutory requirements.

Administration

• Assist in managing and follow up for local, regional and import purchases in case of delays or out of stocks.
• Meet with staff and vendors to discuss any issues arising from either side and ensure smooth relationships 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 the 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 most suitable distributor.
• Support pharmacy department with quotations and coordinate with suppliers to ensure on-time delivery.
• Monitor and co-ordinate deliveries of items between suppliers to ensure that all items are delivered to each warehouse/site/store on time.
• 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 institution policies and procedures and do regular checks on the teams reporting to me to confirm their adherence to the same.
• Generate periodic reports as necessary.

 
Qualifications, Experience and Skills required:

• Bachelors Degree in Supply Chain Management.
• Certificate in Pharmaceutical Technology, Laboratory Technology or Nursing will be of additional advantage.
• Membership with KISM/ CIPS or any other relevant professional body required
• 5 years’ work experience in the field of supply chain management in healthcare institutions.
• Proficiency in MS Office – MS Excel, MS word, MS PowerPoint, etc.
• Experience in Inventory Control systems
• Excellent interpersonal and communication skills; Excellent telephone handling skills
• Ability to work independently as well as in a team environment
• A Self-starter
• Strong Negotiation skills and convincing power
• A willingness to travel.