Vacancies at Aga Khan University Hospital

Job Purpose:

• To stock, manage and supply consignments items, medical surgical, pharmaceutical, pathology and radiology, Food & Beverage, Engineering, CAPEX and general stores inventory, non-inventory items required by various hospital-wide, outreach and University Centre users.  Accurate reporting of inventory held within respective areas of responsibility.

Responsibilities:

• In charge of the assigned warehouse and/or Sub Store
• Service material requests from end-users.
• Ensure accurate and timely issue of items.
• Ensure accurate, timely and complete posting and updating of transactions in the system, accurate and timely issue of items.
• Stack Items safely and neatly i.e., identifiable, and traceable.
• Ensure there are no stock outs by pre-empting the purchaser on items running low on stocks.
• Recommend optimum quantities of items to be replenished.
• Receiving of inventory from vendors against Purchase Orders, verifying quantity and quality.
• Accurate and on-time receiving and verification of invoices and forwarding to Finance for processing.
• Assist in maintaining minimum stock days.
• Verify the quality of goods received from vendors/Warehouses/Sub stores.
• Follow up on issues that end users have not accepted.
• Adhere to the FEFO method of stock movement.
• Manage a minimum value of expiries and items being obsolete.
• Take part in quarterly stock takes.
• Reporting; Ensure daily submission of checklist, Monthly on-time submission of bulk SPR for inventory replenishment, slow moving inventory, approved disposal forms and QVR reports.
• Any other duties that may be assigned by PSCMD Supervisor, Assistant managers, managers and PSCMD leadership, which may include support the role and function of Purchase Assistant.

Qualifications, experience and skills requirements:

• Business-related Diploma or Certification. 
• Membership to the Chartered Institute of Purchasing & Supply (CIPS) or Chartered Institute of Logistics (CILT) or Kenya Institute of Supplies Management (KISM) will be an added advantage.
• At least two years of work experience in a related field/work environment
• Proficiency in working with MS Office – MS Excel and MS word
• Ability to work in a team, has initiative and is proactive
• Excellent customer service skills and interpersonal/ communication skills
• Ability to lift heavy boxes, climb and bend.
• Knowledge of warehousing/stocking

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Job Purpose

• Reporting to the Assistant Manager, Contracts and Services with a dotted line to the Manager, CAPEX and Contracts, the Coordinator will assist in managing all AKU/ AKUHN assigned responsibilities as required to achieve the overall AKUHN Material Management Division goals.

Key responsibilities

Financial Management

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

Administration

• Assist and coordinate 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

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

Reporting

• Assist to coordinate team operations in accordance with guiding policy.
• Process invoices for payment/ LPO’s.
• Organise all site visits.
• Organise 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.

Qualifications, Experience and Skills required:

• 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 in contract management and projects management will have an additional advantage.
• Proficiency in MS Office – MS Excel, MS word, MS PowerPoint, etc.
• Basic knowledge of Inventory Control systems.
• Business letters & report writing skills.
• Excellent interpersonal and communication skills; Excellent telephone handling skills
• Ability to work independently as well as in a team environment.
• Strong Negotiation skills and convincing power