Job PurposeThe overall purpose of this job is to provide leadership and management oversight on the supply chain and distribution department and oversee efficient and cost-effective procurement of goods and services to ensure value for money and alignment to the hospital's objectives.Overall ResponsibilityThe jobholder has accountability for stocks.Decision-makingThe jobholder's decision-making authority is within provided hospital guidelines and is in consultation with supervisor.Key duties and responsibilitiesEnsure effective operation of the Procurement Department including the supervision of all supply chain staff.Ensure the timely procurement of quality goods and services and disposal of obsolete assets, unserviceable and surplus stores.Ensure proper inventory management including periodic stock take exercises.Undertake contract negotiations and review & manage all contracts within hospital guidelines in liaison with management.Develop, facilitate, implement, monitor and review the hospital procurement plan.Coordinate the internal monitoring and evaluation of supply chain functions to ensure compliance with procurement laws, regulations and practices.Perform secretarial roles to the Hospital Tender and Disposal Committee.Coordinate tender advertisement process, tender opening and evaluation.Update and maintain a suppliers list from which bidders for Request for Quotations (RFQs) and Invitation to Bids (ITBs) can be sourced.Review order requests in regard to the technical specification, selection & exclusion criteria, allocated budget & funding.Contact suppliers in order to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems.Ensure that the goods and services are supplied in a timely manner, are of good quality and quantity and of the best price quality ratio.Ensure the accurate and safekeeping of all procurement documents, files and samples.Prevent unnecessary waste, including inefficiency, poor administration, and lack of oversight and coordination.Write and submit, daily, weekly and monthly reports for the department to the management.Prepare and forward departmental budget, work schedules/duty rosters and other departmental requirements.Conduct and chair departmental meetings, attend HODs meetings and other hospital meetings from time to time; andAny other responsibility assigned to the jobholder by the supervisor from time to time.Knowledge, experience and qualifications requiredBachelor's degree in Supply Chain Management, Pharmacy, Commerce, Finance, Economics or any other related field from a recognized institutionFull professional qualifications in Purchasing and Supplies Management.Must be a Professional Member of Kenya Institute of Supplies Management with a valid practising license.Minimum of 7 years' experience in supply chain management and prior experience in healthcare sector.Must be a qualified Pharmacist and should provide advisory services for the Pharmacy.CompetenciesTechnical & Behavioural competenciesThorough understanding of procurement laws and procedures.Skills in developing Service Level Agreements.Knowledge and experience in demand and supply system and best procurement practices.Project management skills.Ability to lead, influence and drive change initiatives in support of business strategies within the division.Ability to delegate duties and follow through on results.Strong leadership and skillsStrong communication and presentation skills including ability to develop proposals.High-level interpersonal and cross-cultural skills, including ability to build alliances and collaborative relationships with sensitivity to diversity.Strategic thinking and problem-solving skills.Analytical and creative thinking skills.Strong persuasion and negotiation skills.Good understanding of the Pharmacy procurement processes and systems.Job Ref: EHC/023/2024
