Procurement Officer, Population Health at Aga Khan University Hospital

Job Summary

• The Purchase Officer, Contracts & Services, will work directly under the Assistant Manager in contracts and services with a dotted line reporting to DPH Administration Manager
• The Purchase Officer will support in managing all AKU/ AKUHN assigned responsibilities as mentioned below to achieve the overall AKU/AKUHN Purchasing & Supply Chain Management Division goals.

Responsibilities

Financial Management

• Source, select, and negotiate for the outsourced services in terms of quality, price, terms, deliveries and services with suppliers and sub-contractors assigned.
• Run RFP/RFQ in preparing sealed bids, analyzing tender reports from Quantity surveyors, prequalify contractors, prepare comparative analysis and recommendation.
• Analyze price proposals, financial reports, and other information to determine reasonable prices.

Administration         

• Support all activities in the procurement cycle for AKU/ AKUHN.
• Prepare Contracts for AKU/ AKUHN
• Responsible for the preparation and processing of purchase orders and documents in accordance with PSCMD policies and procedures.
• Receiving/delivery of goods and services and handing over documents to team on time as per the guidelines.

Quality Control

• Evaluate and monitor contracts to be sure that vendors and suppliers comply with the terms and conditions of the contract and to determine need for changes.
• Handle and monitor claims to vendors for services rendered.
• Meet with staff and vendors to discuss defective or unacceptable goods or services and determine corrective action.

Coordination

• Source for new parts, suppliers, or sub-contractors when the need arises.
• Interview vendors and visit suppliers' premises to examine and review services, and prices.
• Work out contractual agreements with suppliers for price discounts and implementation schedule.

Reporting

• Support team operations in accordance with guiding policy.
• Process invoices for payment/ LPO’s.
• Organize all site visits.
• Organize meetings for the team.
• Prepare site visit reports.
• Administration needs for the team.
• Book travel, accommodation etc. when need arises.
• Ensure that systems are in place to maintain and regularly update purchase records, data, files, and reports related to non-medical supplies purchases.
• Any other additional role given from time to time.

Requirements

• Bachelor’s degree in Purchasing and Supply Chain field.  
• At least 5 years’ work experience in the field of Purchasing and Supply Chain Management.
• Candidates with experience on donor/grant purchases and Project management will be an added advantage.

Relevant Experience

• Advanced knowledge of MS Office applications.
• Basic knowledge of procurement process.
• Business letters & report writing skills.
• Project management process.

Personal Characteristics & Behaviours

• Excellent Interpersonal and Communication Skills.
• Problem solving and critical thinking Skills.
• Good organizational and administrative Skills
• Ability to work in a team and independently.
• Negotiation Skills.
• Attention to detail.
• Excellent numeracy and IT Skills