Procurement Officer

EDUCATION/EXPERIENCE REQUIREMENTS:

• Completed Degree in Procurement, Business Administration, or any other related field.  Completed Diploma considered. CIPS qualification an added advantage.
  
• Computer knowledge in accounting packages and ERP packages, Ms Office, e-mail and internet
  
• Competent in computerized bookkeeping including Odoo 10, Odoo 16.
  
• Competent in tax system (Customs and Domestic tax laws) etc.
  
• Competent in general office skills in a small organization
  
• Competent in keyboarding and internet applications
  
• Good teamwork, negotiating and people management skills.
  
• Good oral and written communication skills
  
• High level planning and organizational skills including efficient and effective time management and the ability to prioritize tasks.
  
• Three years’ experience in Procurement and general office work
  
• Three years’ experience in use of computer programs specified above
  

Inventory Management

• Ensure inventory transactions comply with financial policies and procedures
  
• Provide and recommend information on donations by the hospital
  
• Receive donations to the hospital in the system and issue them out appropriately.
  
• Perform the day to day processing of purchasing transactions. I.e. prepare local purchase orders for all departments and checking goods delivered as per the LPO.
  
• Maintains the required stock levels, to avoid stock outs by coordinating with the end users and the stores team.
  
• Ensure regular internal stock taking (Monthly Cycle counts) jointly with the stores team
  
• Ensure Supply requisitions are evaluated and verified daily before submitting to the approves.
  
• Ensure supplies are acquired timely, and are available at all times.
  

Participates in clearing of supplies sent to the Hospital from abroad

• Evaluates and verifies all documentation related to procurement such as supply requisitions and ensures that supplies are acquired in a timely manner.
  
• Maintains an approved list of both local and foreign product suppliers and service providers in liaison with the Procurement and Inventory Supervisor.
  
• Maintains a current knowledge of market forces of products used by the hospital such as hazards, change in storage systems, sustainability, availability, importing procedures, etc.
  
• Prepares international order supplies as need arises in liaison with the Procurement and Inventory Supervisor
  
• Assists the Procurement and Inventory Supervisor in selecting and recommending inventory/equipment from the donation container list with in a month when a container list is received.
  
• Establish the value and status of all received, verified items, and updates maintained in the system.
  

Maintain a functional Odoo procurement system for easy tracking, storage and retrieval of procurement data

• Ensure there is sufficient recommended supplies in the hospital at all times in collaboration with the Inventory Assistant and the Procurement and Inventory Supervisor.
  
• Verifies all supplies received by the hospital and maintain an updated document and recording system.
  
• Reconciling Odoo quantities to the physical stock.
  
• Inventory coded in the system up to date all inventory.
  
• Maintain up to date and accurate stock records.
  
• Generation of monthly reports on commonly used items; changes in consumption levels, prices and availability.
  
• Posting of invoices to the accounting system on a daily basis.
  
• Generating Aps daily.
  

Prepare for and facilitate annual audit

• Maintain at all times standard procurement records for audit.
  
• Participates in the mid-year by Jan and end of financial year stock taking by June 30.
  
• Provide relevant procurement information for auditors, as requested.
  

Punctuality and Attendance

•  Report to work as scheduled.
  
•  Report to work on time as per schedule.
  

Participation in Meetings

• Attend and participate in department meetings as scheduled
  
• Attend and participate in general co-workers’ meetings as scheduled.
  

Occupational Health & Safety function

• Following & complying with H&S policies, processes & applying them to your own work activities, including using/wearing Personal Protective Equipment as required.
  
• Participating in activities directed at preventing harm & promoting well-being in the workplace Identifying, reporting & self-managing hazards where appropriate.