Job Purpose

To coordinate purchasing of pharmaceutical supplies, as well as price negotiation, delivery and user support. To manage and supervise the pharmaceutical team, monitor and manage stored inventory and in-house inventory. Seek and develop new sources of supply. Prepare and manage reports and coordinate audit and quality matters as assigned.

Key responsibilities

Financial Management

• Source, select and negotiate for the best purchase package in terms of quality, prices for stock and non-stock items, 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 suppliers comply with the terms and conditions of the contract and to determine need for changes.

Administration

• Responsible for the preparation and processing of purchase orders and documents in accordance with PSCMD policies and procedures.
• Assist in managing and following up delivery of orders.
• Meet with staff and vendors to discuss any issues arising from either side, e.g.  defective or unacceptable goods or services and determine corrective action and ensure smooth relationships between the two.
• Handle and monitor claims to Manufacturers and vendors for defectives, shortage, short expiries/LOU.
• Interview vendors and visit suppliers’ plants and distribution centers to examine and learn about products, services, and prices.
• Work out contractual agreements with suppliers for price discounts and scheduled delivery.

Quality Control

• Schedule store visits and conduct competitor surveys.
• Attend meetings, trade shows and conferences to learn about new industry trends and make contacts with suppliers.
• Plan and manage inventory levels of materials and products.
• Evaluate suppliers based on price, quality, and delivery time.
• Evaluate and monitor contracts to be sure that vendors and suppliers comply with the terms and conditions of the contract and to determine the need for changes.

Coordination

• Coordinate with suppliers to ensure on-time delivery.
• Identify high value and fast-moving product lines, negotiate prices and draw contracts for fixed periods with most suitable distributor.
• Support pharmacy department with quotations and coordinate with suppliers to ensure on-time delivery.
• Monitor and co-ordinate deliveries of items between suppliers to ensure that all items are delivered to each warehouse/site/store on time.
• Monitor and co-ordinate deliveries of items between suppliers (local and regional).
• Coordinate with the FMS team in accordance with the JCIA requirements.

Reporting

• Maintain complete updated purchasing records/data and pricing in the system.
• Maintain and review records of items bought, costs, deliveries, product performance and inventories.
• Prepare reports and summarize data including spend.
• Address Pharmacy section quality concerns (ISO, JCIA, latest supply chain trends)
• Manage the Pharmacy process and continuous improvement program.
• Address Pharmacy Stores audit matters and give feedback as indicated
• Monitor the seamless flow of invoices to the documentation team
• Ensure compliance with institution policies and procedures and do regular checks on the teams reporting to me to confirm their adherence to the same.
• Generate periodic reports as necessary.

Qualifications, experience and skills required:

• Bachelors Degree in Supply Chain Management.
• Certificate in Pharmaceutical Technology, Laboratory Technology or Nursing will be of additional advantage.
• Membership with KISM/ CIPS or any other relevant professional body required.
• 3 years’ work experience in the field of supply chain management in healthcare institutions.
• Proficiency in MS Office – MS Excel, MS word, MS PowerPoint, etc.
• Experience in Inventory Control systems.
• Excellent interpersonal and communication skills; Excellent telephone handling skills
• Ability to work independently as well as in a team environment.
• A Self-starter
• Strong negotiation skills and convincing power
• A willingness to travel.