Purchase Associate/ Coordinator, MMD Administration at Aga Khan University Hospital

Job Purpose:

The job holder will coordinate purchasing of capital equipment and miscellaneous requests, as well as price negotiation, delivery, installation and user support. Monitor and manage stored inventory and in-house inventory. Seek and develop new sources of supply. Prepare and manage Request for Proposal (RFP) for goods as assigned by Manager, Capex.

Responsibilities:

• Source, select and negotiate for the best purchase package in terms of quality, price, terms, deliveries and services with suppliers and sub-contractors assigned.
• Analyze price proposals, financial reports and other information to determine reasonable prices.
• Evaluate suppliers based on price, quality, and delivery speed.
• Evaluate and monitor contracts to be sure that vendors and supplies comply with the terms and conditions of the contract and to determine need for changes.
• Oversee team operations, manage, plan and monitor leave and attendance in accordance to guiding policy
• Assist in managing and following up local and regional orders.
• Meet with staff and vendors to discuss defectives or unacceptable goods or services and determine corrective action.
• Source for new parts, suppliers, or sub-contractors when the need arises
• 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.
• Responsible for the preparation and processing of purchase orders and documents in accordance with PSCMD policies and procedures.
• Purchase and issue orders in accordance to specification.
• Receiving/delivery of goods and handing over documents to team on time as per the PSCMD guidelines.
• Handle and monitor claims to factories and vendors for defectives, shortage, missing parts
• Schedule store visits and conduct competitor survey(s).
• Attend meetings, trade shows, and conferences to learn about new industry trends and make contacts with new suppliers
• Plan and manage inventory levels of materials or products.
• Support relevant departments with quotations.
• Monitor and co-ordinate deliveries of items between suppliers to ensure that all items are delivered to each warehouse/site/store on time.
• Maintain complete updated purchasing records/data and pricing in the system.
• Maintain and review records of all items bought, costs, deliveries, product performance and inventories.
• Prepare reports and summarize data including sales report and book value of supplies.

Qualifications

• Degree/Diploma in Supply Chain Management
• Membership with KISM/ CIPS or any other relevant professional body
• At least 3 years experience in supply chain role preferably in a hospital environment
• Proficiency in MS Office – MS Excel, MS word, MS PowerPoint, etc.
• Experience in Inventory Control systems
• Business letters & report writing skills
• Excellent interpersonal and communication skills; Excellent telephone handling skills
• Ability to work long hours with minimal supervision, as may be required
• Capacity to manage several tasks and requests simultaneously
• Ability to work independently and in a team
• Self-starter
• Strong negotiation, good organization, and administrative skills
• Excellent numeracy and IT skills
• A willingness to travel