Procurement Officer

SUMMARY OF FUNCTIONS:

The Procurement Officer is responsible for the sourcing and purchasing of goods and services for the University’s Colleges and Offices, from the review of purchase requests through tendering, negotiation, purchase order processing and contract follow-up, in accordance with University procurement policies and limits of authority.

The role maintains supplier records and assesses supplier performance, supports the teaching, clinical and laboratory requirements of the Colleges, including medical, dental and pharmaceutical equipment and supplies, and maintains complete and auditable procurement records and reports.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Sourcing, Tenders & Contracts

  • Review purchase requests and supporting documents (specifications, justifications, technical evaluations) received from end users to ensure compliance with University procurement policies and limits of authority.

  • Prepare, issue and manage RFQs, RFPs and ITTs, including technical specifications, evaluation criteria and bidder clarifications, in coordination with requesters.

  • Negotiate with suppliers to achieve best value for money.

  • Support the preparation and review of contracts, ensuring that commercial, warranty, delivery and payment terms meet University requirements.

  • Monitor contract delivery, renewal and expiry dates, and follow up on supplier performance against agreed terms.

• Purchase Orders & ERP Processing

  • Create purchase orders accurately and within agreed timelines using Microsoft Dynamics 365 and issue them to suppliers after approval by the authorized signatories.

  • Track order status, delivery and receipt, and follow up with suppliers and end users to resolve delays, shortages and discrepancies.

• Vendor Management

  • Maintain records of qualified and appointed suppliers, including price lists and product information.

  • Coordinate the registration and pre-qualification of new suppliers, and source additional or alternative suppliers when needed.

  • Carry out the annual reassessment of supplier performance (quality, delivery, pricing, service and compliance) and report the results.

• Colleges & Offices Procurement

  • Work closely with the Colleges and Offices to understand their needs, including teaching, clinical and laboratory requirements, and translate them into clear, competitive procurement requests.

  • Source from, and manage relationships with, medical, dental and pharmaceutical suppliers, manufacturers and authorized distributors, verifying manufacturer authorization and agent status.

  • Verify that suppliers and products meet applicable health regulatory requirements and that warranty, installation, training, calibration and after-sales service terms are secured.

• Planning, Reporting & Compliance

  • Contribute to the annual procurement plan and Office KPIs, considering deadlines, priorities, available budgets and operational feasibility.

  • Prepare monthly reports on the status of purchase requests, purchase orders, tenders and contracts, and compile other statistical reports as requested.

  • Maintain complete, organized and auditable procurement files for every transaction.

  • Apply ethical procurement standards (fairness, integrity, transparency and effective competition) and maintain the confidentiality of tender and supplier information.

• Support & Coordination

  • Provide routine advice and support to end-user departments on procurement processes and documentation, and assist in user training where required.

  • Coordinate with Finance, Stores and other University offices to ensure smooth delivery and payment of procurement transactions.

  • Perform other job-related duties as assigned by the line manager.

REQUIRED QUALIFICATIONS:

• Education: Bachelor’s degree in Business Administration, Supply Chain / Procurement, Engineering or a related field. A Master’s degree and a professional procurement certification from a recognized international institute (e.g. CIPS) are preferred.

  • Experience: Minimum of 5 years of progressive experience in procurement and contracts management. Previous experience in the procurement of medical, dental, pharmaceutical or healthcare equipment and supplies, and in working with health providers or medical suppliers, is preferred.

KNOWLEDGE & SKILLS:

• Sound knowledge of purchasing and contracting procedures, regulations and documentation, including RFQ, RFP and ITT processes, bid evaluation and contract management.

  • Working knowledge of the medical, dental and pharmaceutical equipment and supplies market (preferred).

  • Negotiation, analytical, problem-solving and decision-making skills, with sound commercial judgement.

  • Proficiency in Microsoft Dynamics 365 (or a comparable ERP system) and advanced working knowledge of Microsoft Word, Excel and Adobe Acrobat.

  • Excellent verbal and written communication skills.

  • Records maintenance skills and strong attention to detail.

  • Ability to use independent judgement, and to manage and impart confidential information.

  • Ability to perform information research and compile statistical reports.

  • Understanding of accounting procedures, budgeting and fiscal management.

  • Ability to manage multiple priorities and meet deadlines.

WORKING CONDITIONS:

• Work is normally performed in a typical interior work environment, which does not subject the employee to any unpleasant elements. The position may entail work after duty hours, on weekends, holidays and in emergency (i.e. may be subject to “on-call” responsibilities).

SUPERVISION:

Report to: Senior Procurement Manager

Subordinates: None