Purchase Assistant, MMD Pathology & Imaging at Aga Khan University Hospital

Job Purpose:

To receive requisition from end users, conduct market assessment, invite quotations from vendors, negotiate and order the best supplies to maintain an up to date and cost-effective system of supply purchase at AKUH.

Key responsibilities:

• Receive all requisitions and update the online requisition track sheet.
• Follow up with suppliers/vendors to ensure timely delivery of items and organized delivery schedules.
• Process invoices and other payment documentation within the departments stipulated timelines.
• Receive deliveries, tag asset electronic issuing and passage to the distribution team for delivery to users (or direct issue to users where applicable). Update end users on the status of purchase requisitions and critical stock items.
• Update the vendor contracts master file in a timely manner and keep all contract files up to date.
• Communicate with end users to clearly understand the requirements of the non-stocks and confirm understanding by way of sign-off on user specification.
• Process all invoices in a timely manner and dispatch them to the documentation team.
• Process all contracts and service invoices in a timely manner and dispatch them to the documentation team.
• Assist in evaluation of applications for new suppliers/vendors and appraise the existing ones then update the approved supplier/vendors list for all products.
• Assist in review and maintenance of an up-to-date vendor’s list, current contacts, price list, discount structures, terms of payment and other relevant information to ensure procurement at the best price(s).
• Complete ad-hoc contract utilization reports, monthly reports, stock status reports, in-transit report, invoice report.
• Attend meetings to support the team leader in negotiation with suppliers and record minutes of the proceedings to ensure the highest level of transparency and accountability is maintained in all purchasing decisions.
• Assist in review and maintenance of an up-to-date vendor’s list, current contacts, price list, discount structures, terms of payment and other relevant information to ensure procurement at the best price(s).
• Obtain competitive quotations from suppliers/vendors through mail, email, phone, or in person and analyze them promptly in order to make effective purchasing decisions on terms and conditions of supply.
• On approval of the team leader, process the LPO
• Complete ad-hoc contract utilization reports, monthly reports, stock status reports, in-transit report, invoice report.
• Carry out other responsibilities as assigned by the department supervisor/manager.

Qualifications and skills requirements:

• Diploma in Supply Chain Management
• Bachelors’ degree in a relevant field is an added advantage.
• Member of the Chartered Institute of Purchasing & Supply (CIPS) or Kenya Institute of Supplies Management (KISM).
• At least 3 years’ experience in supply chain role preferably in a hospital environment
• Excellent conceptual attributes – ability to think out of the box
• Ability to work in a team and also independently
• Interpersonal & Communication skills
• Negotiation skills and attention to detail
• Good organization and administrative skills
• Person of high Integrity