Purchasing and Supply Officer

Job Description

Job Purpose

The Purchasing and Supply Officer is responsible for managing procurement activities to ensure the timely and cost-effective acquisition of goods and services required for the organization. The role involves sourcing vendors, negotiating contracts, and ensuring compliance with procurement policies and regulations.

Core Responsibilities:

Procurement Planning and Sourcing:

• Develop and implement procurement plans to meet organizational needs in a timely manner.
• Conduct market research to identify reliable suppliers and assess market trends.
• Prepare and issue requests for quotations (RFQs) and tenders in line with procurement policies.
• Evaluate supplier bids based on cost, quality, and delivery timelines.

Vendor Relationship Management:

• Establish and maintain strong relationships with vendors and suppliers.
• Negotiate favorable terms and conditions to achieve cost savings.
• Monitor vendor performance and address any issues related to quality or delivery.
• Maintain a database of approved suppliers and regularly review their performance.

Inventory and Supply Chain Management:

• Monitor inventory levels and ensure timely replenishment to avoid stockouts.
• Coordinate with internal departments to forecast demand and plan purchases accordingly.
• Ensure the storage and distribution of goods comply with organizational standards.
• Optimize supply chain processes to reduce lead times and costs.

Contract and Compliance Management:

• Draft, review, and manage procurement contracts to ensure compliance with legal and regulatory requirements.
• Maintain accurate records of all procurement transactions for auditing purposes.
• Ensure adherence to organizational policies, procurement guidelines, and ethical standards.
• Address and resolve any compliance-related issues in the procurement process.

Process Improvement and Cost Optimization:

• Identify opportunities to streamline procurement processes and enhance efficiency.
• Implement best practices in purchasing and supply chain management.
• Develop strategies to reduce procurement costs without compromising quality.
• Monitor and report on key procurement metrics to inform decision-making.

Risk Management:

• Identify risks in procurement activities, such as supplier dependency or delays.
• Develop contingency plans to mitigate supply chain disruptions.
• Ensure the availability of critical supplies during emergencies.
• Monitor market conditions to anticipate risks and adjust procurement strategies.

Reporting and Stakeholder Collaboration:

• Prepare regular reports on procurement activities, including cost analysis and supplier performance.
• Collaborate with finance, operations, and clinical teams to ensure procurement aligns with organizational goals.
• Provide stakeholders with updates on procurement activities and potential challenges.
• Represent the purchasing and supply function in cross-departmental meetings and initiatives.

Qualifications

Educational Requirements:

• Bachelor’s degree in Supply Chain Management, Procurement, Business Administration, or a related field.
• Master’s degree in Supply Chain Management or a related field is an added advantage.

Professional Requirements:

• Certification in Procurement or Supply Chain Management (CIPS, CPSM) is an added advantage.

Experience Requirements:

• Minimum of 1-4 years of experience in purchasing and supply chain management, preferably in the healthcare sector.
• Strong knowledge of procurement processes, contract negotiation, and vendor management.
• Experience with inventory management systems and ERP software.

Knowledge Requirements:

• In-depth understanding of procurement processes and supply chain management principles.
•  Familiarity with healthcare procurement regulations and standards.
• Awareness of market trends and emerging technologies in supply chain management.
• Knowledge of financial principles related to procurement and inventory control.

Skill Requirements:

• Proficiency in procurement and inventory management systems (SAP, Oracle).
• Strong negotiation and contract management skills.
• Advanced Excel skills for data analysis and reporting.
• Knowledge of supply chain optimization and risk management practices.

Personal Abilities:

• Professional attitude towards work.
• Shares the AMCE’s vision.
• Proactive and organized.
• Has personal and professional credibility and commands the respect of colleagues and peers. 
• Supportive and approachable.
• Ability to adapt accordingly.
• High levels of honesty and integrity.

Additional Information

African Medical Centre of Excellence, Abuja (AMCE Abuja) aims to be an Employer of Choice, providing equal opportunity for everyone regardless of their background, gender, race and other protected characteristics. We welcome applications from qualified applicants across Africa