Job vacancy Procurement Coordinator

Position Title: Procurement Coordinator

Reports to: Procurement Manager

Responsible for: Coordinating Procurement operations with PIHL.

Location: Maseru Office

Position Overview:

The Procurement Coordinator, with expertise in procurement and supply chain management systems such as OpenBoxes, is responsible for coordinating the PIHL’s procurement processes. This role involves supporting procurement manager in strategic planning, sourcing, vendor management, and utilizing OpenBoxes to optimize the supply chain.

Key Responsibilities:

Procurement Planning:

• Collaborate with department heads to identify procurement needs and develop a comprehensive procurement plan.
• Conduct market research to identify potential suppliers and products, ensuring cost-effectiveness and quality.
• Leverage OpenBoxes and Power BI for demand forecasting and inventory optimization.

Sourcing and Vendor Management:

• Verify the compliance of potential vendors with ethical and legal standards.
• Initiate and manage the procurement process, including the preparation of requests for proposals (RFPs), quotations (RFQs), and purchase orders.
• Evaluate supplier proposals and negotiate contracts to secure favorable terms and conditions.
• Maintain relationships with vendors, addressing performance issues and ensuring compliance with contract terms.

Compliance and Documentation:

• Ensure procurement activities adhere to relevant regulations and PIHL policies.
• Promote transparency throughout the procurement cycle from vendor selection to contract execution.
• Maintain accurate and up-to-date records of all procurement activities, contracts, and vendor communications.

Budget Oversight:

• Work closely with finance and budgeting teams to monitor and manage procurement budgets.
• Provide regular reports on budget utilization and identify cost-saving opportunities.

Coordination and Communication:

• Collaborate with compliance team to ensure policy alignment, vendor due diligence, audit and review, regulatory adherence and conduct joint training and awareness for all stakeholder.
• Collaborate with various departments to understand their procurement needs and provide guidance on the procurement process.
• Communicate effectively with vendors, internal stakeholders, and cross-functional teams to ensure smooth procurement operations.

Risk Management:

• Identify and mitigate potential risks related to procurement, including supply chain disruptions.
• Evaluate and assess risks associated with key suppliers; financial stability and compliance with regulations.

Training and Continuous Improvement

• Identify and implement opportunities for process improvement within the procurement function.
• Co-lead the implementation and utilization of OpenBoxes within the procurement workflow.
• Collaborate with IT and relevant stakeholders to customize OpenBoxes to meet PIHL-specific needs.
• Train procurement staff on the effective use of OpenBoxes for requisition, ordering, and inventory management.

Minimum Qualification:

• Bachelor’s degree in Supply Chain Management, Procurement, Business Administration or a related field.
• Professional qualifications in Procurement from a recognized professional body such as the Chartered Institute of Purchasing and Supply (CIPS) will be an added advantage.
• Knowledge of relevant regulations and compliance requirements especially in donor funded projects.
• Work experience (minimum 4 years) in procurement, preferably in a healthcare setting.
• Extensive and demonstrated experience (minimum 6 years) in procurement in all aspects of procurement of goods, non-consulting services, Works and consulting services.
• Proficient in using procurement software and tools.

Competencies:

• Analytical thinking
• Attention to detail
• Problem-solving skills
• Time management
• Collaboration and teamwork
• Adaptability
• Negotiation Skills

Commitment to Prevention of Sexual Exploitation, Abuse and Sexual Harassment:

At Partners in Health, we are committed to ensuring that those who benefit from our work- including our patients, families and community members – as well as our staff are treated with dignity and respect and protected from sexual exploitation, abuse and sexual harassment. A range of preemployment checks will be undertaken in conformity with Partners in Health’s PSEAH policy. Partners in Health will request information from applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

How to apply:

Interested candidates should e-mail their applications (subject line should be Procurement Coordinator) and detailed CV’s including two reference letters confirming professional experience to: [email protected] not later than 8th March 2024. The referees should include the most recent supervisor/s. Hand delivered applications will not be accepted. Only shortlisted candidates will be contacted.