Assistant Manager - Procurement

Sheikh Shakhbout Medical City

Key Responsibilities of the role

Coordinating purchasing activities.

• Reviewing and evaluating contracts, approving award letters and purchase orders, negotiating change orders, and determining sole source validity
• Reviewing and checking for accuracy requests and specifications, and assigning to subordinate for necessary action
• Liaising between suppliers and concerned departments on any procurement related activities, procedures, order status, and problem resolution
• Approving source selection methods in accordance with procurement policies and procedures
• Reviewing and approving purchase requests/orders in accordance with the authority matrix
• Working with divisions and concerned staff to determine causes of problems, develop alternative methods to solve problems and to implement strategies for resolution
• Resolving ad hoc problems such as bid disputes and supplier protests in collaboration with concerned departments
• Coordinating sourcing for all medical consumables required

Setting operational levels

• Supporting the development of operational metrics and goals for the purchasing department (service level monitoring, open purchasing orders, etc.)
• Ensuring that goals for all operational and JCIA metrics are met or exceeded

Reporting

• Preparing weekly/monthly purchase and other expense reports
• Creating and issuing purchase orders to suppliers

Liaising with facility and suppliers

• Liaising with facility departments / personnel to determine needs and establish requirements
• Contacting suppliers frequently to know the exact arrival time of supplies
• Communicating with department to provide, receive information concerning suggested products and vendors, order status and receive invoice payment
• Maintaining the proper and appropriate professional and ethical relationships with all vendor representatives, conducting business affairs according to principles and guidelines of the prudent purchasing philosophy

Assisting the Purchasing Manager

• Assisting with the development and revision of procurement and contracting policies, procedures, and strategies for the facilities
• Representing the Purchasing Manager in selected meetings
• Meeting or exceeding targets and service levels standards set by the Purchasing Manager
• Assisting with the implementation of short- and long-term procurement strategies designed to reduce costs and improve quality and service while meeting facility s goals and objectives
• Overseeing the procurement activities of facility and ensuring procurement terms and conditions are complied with
• Periodically obtaining internal and external feedback, and reporting on effectiveness of procurement services, including customer satisfaction, and proposing methods for continuous improvement
• Assisting the Purchasing Manager with on the job training for the purchasing personnel
• Performing other duties as assigned by the Purchasing Manager within the scope of knowledge and skills

Contributing to team effort

• Planning and supervising the day-to-day activities of the subordinates; streamlining processes wherever possible
• Evaluating workload, conducting performance evaluation and initiating necessary disciplinary actions
• Understanding the training requirements of the team and communicating the same for the benefit of the training department
• Providing on the job training and orienting the team during course of work

Fulfilling committee responsibilities

• Providing input and guidance on purchasing and procurement related matters and on operational decisions relating to that
• Remaining involved in Operational Committees and Task Forces as appropriate