Procurement Manager at Eagle HR Consultants

Job Purpose

• The overall purpose of this job is to provide leadership and management oversight on the supply chain and distribution department and oversee efficient and cost-effective procurement of goods and services to ensure value for money and alignment to the hospital’s objectives.

Overall Responsibility

• The jobholder has accountability for stocks.

Decision-making

• The jobholder’s decision-making authority is within provided hospital guidelines and is in consultation with supervisor.

Key duties and responsibilities

• Ensure effective operation of the Procurement Department including the supervision of all supply chain staff.
• Ensure the timely procurement of quality goods and services and disposal of obsolete assets, unserviceable and surplus stores.
• Ensure proper inventory management including periodic stock take exercises.
• Undertake contract negotiations and review & manage all contracts within hospital guidelines in liaison with management.
• Develop, facilitate, implement, monitor and review the hospital procurement plan.
• Coordinate the internal monitoring and evaluation of supply chain functions to ensure compliance with procurement laws, regulations and practices.
• Perform secretarial roles to the Hospital Tender and Disposal Committee.
• Coordinate tender advertisement process, tender opening and evaluation.
• Update and maintain a suppliers list from which bidders for Request for Quotations (RFQs) and Invitation to Bids (ITBs) can be sourced.
• Review order requests in regard to the technical specification, selection & exclusion criteria, allocated budget & funding.
• Contact suppliers in order to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems.
• Ensure that the goods and services are supplied in a timely manner, are of good quality and quantity and of the best price quality ratio.
• Ensure the accurate and safekeeping of all procurement documents, files and samples.
• Prevent unnecessary waste, including inefficiency, poor administration, and lack of oversight and coordination.
• Write and submit, daily, weekly and monthly reports for the department to the management.
• Prepare and forward departmental budget, work schedules/duty rosters and other departmental requirements.
• Conduct and chair departmental meetings, attend HODs meetings and other hospital meetings from time to time; and
• Any other responsibility assigned to the jobholder by the supervisor from time to time.

Knowledge, experience and qualifications required

• Bachelor’s degree in Supply Chain Management, Pharmacy, Commerce, Finance, Economics or any other related field from a recognized institution
• Full professional qualifications in Purchasing and Supplies Management.
• Must be a Professional Member of Kenya Institute of Supplies Management with a valid practising license.
• Minimum of 7 years’ experience in supply chain management and prior experience in healthcare sector.
• Must be a qualified Pharmacist and should provide advisory services for the Pharmacy.

Competencies

Technical & Behavioural competencies

• Thorough understanding of procurement laws and procedures.
• Skills in developing Service Level Agreements.
• Knowledge and experience in demand and supply system and best procurement practices.
• Project management skills.
• Ability to lead, influence and drive change initiatives in support of business strategies within the division.
• Ability to delegate duties and follow through on results.
• Strong leadership and skills
• Strong communication and presentation skills including ability to develop proposals.
• High-level interpersonal and cross-cultural skills, including ability to build alliances and collaborative relationships with sensitivity to diversity.
• Strategic thinking and problem-solving skills.
• Analytical and creative thinking skills.
• Strong persuasion and negotiation skills.
• Good understanding of the Pharmacy procurement processes and systems.

Job Ref: EHC/023/2024