Procurement Department
ROLES AND RESPONSIBILITIES
- Manage the procurement process, including the tendering process, evaluation of bids and award of tenders in line with the hospital’s policies, procedures and guidelines;
- Develop the hospital’s annual procurement plan and budget;
- Provide advisory services to user departments on the procurement process to ensure clarity of expectations and to develop specifications;
- Prepare tender documents including tender announcement, terms of reference and tender evaluation criteria etc.
- Receive tenders bids on behalf of the Tender Committee.
- Coordinate the tendering process including supplier pre-qualification, selection, contracting, request for proposals and tender award processes in a timely and transparent manner and make recommendations based on commercial and technical factors;
- Issue notification letters to bidders on the outcome of tender/ quotation bids for contracts;
- Analyse purchase cost versus market price of procured goods and services and maintain updated records on the same;
- Forecast price trends and their impact on the Hospital’s procurement strategies and write reports on the same.
- Ensure suppliers are aware of Hospital’s procurement policies and procedures as well as objectives;
- Maintain records of contract files of third party providers such as suppliers’ qualifications, delivery times, potential development and products;
- Undertake sourcing and ensure timely delivery of materials, services and/or equipment in line with requirements of user departments;
- Develop and implement sourcing strategies for spend management, supplier development and management, category buying, contracts, vendor managed inventory and rating processes amongst others;
- Ensure timely reporting by user departments on utilization of goods purchased in line with established procedures;
- Contribute to lead-time reduction and demand management initiatives to optimize inventory levels;
- Ensure cost-effectiveness, quality and timely procurement and delivery of all supplies and services to ensure value for money;
- Coordinate preparation of contracts and ensure all contract renewals and reviews are done on time;
- Prepare periodic financial, inventory and other procurement reports;
- Identify, deploy and motivate the procurement team including performance appraisal, identification of training needs, mentorship and coaching as well as leave and absence management in line with the hospital’s people agenda; and
- Any other responsibilities that may be assigned to the job holder by the supervisor from time to time.