Job Purpose
Reporting to the Assistant Manager, Contracts and Services with a dotted line to the Manager, CAPEX and Contracts, the Coordinator will assist in managing all AKU/ AKUHN assigned responsibilities as required to achieve the overall AKUHN Material Management Division goals.
Key responsibilities
Financial Management
Assist to Source, select, and negotiate for the outsourced services in terms of quality, price, terms, deliveries and services with suppliers and sub-contractors assigned.
Assist to coordinate projects and run RFP/RFQ in preparing sealed bids, analyzing tender reports from Quantity surveyors, prequalify contractors, prepare comparative analysis and recommendation.
Assist to analyze price proposals, financial reports, and other information to determine reasonable prices.
Administration
Assist and coordinate all activities in the procurement cycle for AKU/ AKUHN.
Prepare Contracts for AKU/ AKUHN
Responsible for the preparation and processing of purchase orders and documents in accordance with PSCMD policies and procedures.
Receiving/delivery of goods and services and handing over documents to team on time as per the guidelines.
Quality Control
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.
Handle and monitor claims to vendors for services rendered.
Meet with staff and vendors to discuss defective or unacceptable goods or services and determine corrective action.
Coordination
Assist to source for new parts, suppliers, or sub-contractors when the need arises.
Assist to Interview vendors and visit suppliers' premises to examine and review services, and prices.
Assist to work out contractual agreements with suppliers for price discounts and implementation schedule.
Reporting
Assist to coordinate team operations in accordance with guiding policy.
Process invoices for payment/ LPO's.
Organise all site visits.
Organise meetings for the team.
Prepare site visit reports.
Administration needs for the team.
Book travel, accommodation etc. when need arises.
Ensure that systems are in place to maintain and regularly update purchase records, data, files, and reports related to non-medical supplies purchases.
Any other additional role given from time to time.
Qualifications, Experience and Skills required:
Bachelor's degree in Purchasing and Supply Chain field.
At least 5 years' work experience in the field of Purchasing and Supply Chain Management.
Candidates with experience in contract management and projects management will have an additional advantage.
Proficiency in MS Office – MS Excel, MS word, MS PowerPoint, etc.
Basic knowledge of Inventory Control systems.
Business letters & report writing skills.
Excellent interpersonal and communication skills; Excellent telephone handling skills
Ability to work independently as well as in a team environment.
Strong Negotiation skills and convincing power