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.