Purchase Specialist

Roles and Responsibilities:

Coordinates all procurement activities for departments within the Hospital and regional facilities. Acts as a liaison between requesting departments and suppliers by facilitating price quotations, evaluating tender offers, and issuing/approving purchasing orders. Ensures customer service support to assigned departments and or entities.

Key responsibilities of the role:

Managerial/Administration:

• Receive requests from various departments, review the descriptions, quantities.
• Prepare Requests for Quotations and send them to potential vendors.
• Manage purchase orders from initiation to final payment and record closure.
• Monitor supplier performance and resolving issues and concerns.
• Maintain appropriate documentation as per department policy.
• Maintain the proper and appropriate professional and ethical relationships with all vendor representatives, conducts business affairs according to principles and guidelines of the prudent purchasing philosophy.
• Compile with Hospital policies, procedures and practices.
• Making regular market Surveys to get the right product, prices, services and suggesting alternative items considering the item quality, price, expected delivery date and service of the vendors.
• Ensure the maintenance of the 'Sole Agents' and 'Approved Standard Suppliers' lists, along with other agreements, in the
• departmental records.

Technical:

• Proficient in MS Office, spreadsheets, and other software applications.
• Proficient in using ERP software to create item codes, categorize products, process purchase requisitions, generate purchase orders, and produce monthly reports.
• Conducts any necessary negotiations with vendors regarding terms, conditions and prices. Documents all negotiations.
• Inspect and evaluate the quality of purchased items and resolving shortcomings.
• Responsible for all maintenance associated with purchase orders which are he/she issues i.e. expediting, change orders, cancellations, etc.
• Receives and analyses proposals/quotations for the purpose of determining which vendors are responsible to the requirements of the solicitation and are within competitive range.

Quality & Safety:

• Procure the product or service which is approved by SFDA.

Education:

• Manage the performance of self and others within the purchasing by setting developmental action plans/goals.
• Continue personal professional development through training and continuing education.

Complying with Policies, Procedures and Practices of Facilities and other Regulatory Requirements:

• Understand and Adhere to Company Policies and procurement policies with Ethical standard guideline with all legal & regulatory requirement avoid Conflicts of Interest: Adhere to the company’s code of ethics and avoid situations where personal interests could influence purchasing decisions.

Maintaining Confidentiality:

• Demonstrate a high standard of Ethical skills as well as other verbal and written communication skills.
• Maintaining confidentiality in the procurement department is crucial for ensuring the integrity of the procurement process, protecting sensitive business information, and fostering trust with suppliers, stakeholders, and clients.

Promoting Customer Service Standards:

• Maintaining collaborative and effective relationships with other department and management.

Adhering to the Occupational Health and Safety, Materials Management and Maintenance Standards:

• Maintain a positive work environment for staff and promote team efforts, promote and maintain effective working relationships with all levels of staff.
• Adheres to the policies of Occupational Health and Safety and Infection Control Guidelines in all work practices.

Ensuring Personal Effectiveness:

• Establish and maintain professional interpersonal relationships.
• Develop constructive and cooperative working relationships with others and maintain them over time.

Qualifications, Certifications and Experience:

• Bachelor’s degree or Higher Diploma.
• CIPS (Chartered of Procurement & Supply) is prefer.
• CSCP (Certified Supply Chain Professional) is prefer.
• Bachelor’s degree with a minimum of 1 to 2 years of relevant experience.
• Higher Diploma with a minimum of 3 years of relevant experience.
• Relevant experience in health care added advantage.
• Complete knowledge of procurement process and sourcing knowledge and market standard.
• A strategic thinker with strong negotiation skills to drive cost- effective purchasing decisions.
• Tech-savvy with expertise in ERP systems and data-driven procurement analysis.
• Detail-oriented and proactive in managing supplier relationships and contract compliance.
• Thrives in a fast-paced environment, balancing multiple priorities with efficiency.

Physical Requirements:

The role of Purchasing Specialist may require prolonged periods of sitting and working on a computer, as well as occasional standing, walking, and lifting of lightweight materials. The ability to communicate effectively, both verbally and in writing, is essential. Additionally, the role may involve multitasking in a fast-paced environment, requiring strong organizational and problem-solving skills to manage procurement activities efficiently.