Background

Tindwa Medical and Health Services (TMHS) is seeking a Procurement Officer to manage the end-to-end procurement process for goods, services and works, ensuring timely availability of quality supplies at the best value while maintaining compliance with TMHS procurement policies, applicable laws, and ethical procurement standards. The Procurement Officer is responsible for supplier management, contract administration, inventory coordination, and supporting efficient service delivery across all TMHS operations.

Key Duties and Responsibilities

1. Procurement Planning

• Prepare and implement the annual procurement plan.
• Consolidate procurement requirements from all departments.
• Monitor procurement budgets and expenditure.
• Ensure timely procurement to support operational needs.

2. Sourcing and Purchasing

• Identify and prequalify competent suppliers.
• Obtain quotations and conduct competitive bidding.
• Evaluate bids and recommend suppliers.
• Negotiate prices, quality, delivery schedules and payment terms.
• Raise Purchase Orders and monitor deliveries.

3. Supplier and Contract Management

• Maintain an up-to-date supplier database.
• Conduct supplier performance evaluations.
• Manage supplier contracts and service level agreements.
• Resolve supplier performance issues promptly.

4. Inventory and Asset Coordination

• Coordinate with the Stores Officer to maintain optimum stock levels.
• Monitor inventory movements and reorder levels.
• Participate in stock counts and asset verification.
• Ensure proper receipt and inspection of procured items.

5. Compliance and Documentation

• Ensure compliance with TMHS procurement policies and regulatory requirements.
• Maintain complete procurement files and contract records.
• Prepare procurement reports and procurement trackers.
• Support internal and external audits.

6. Cost Control

• Conduct market surveys and price benchmarking.
• Identify opportunities for cost savings.
• Promote value-for-money procurement.
• Minimize procurement risks.

7. Stakeholder Support

• Advise departments on procurement procedures.
• Build positive relationships with suppliers.
• Coordinate procurement meetings and bid evaluations.
• Perform any other duties assigned by management.

Key Performance Indicators (KPIs)

• Procurement cycle time.
• Percentage cost savings achieved.
• Supplier on-time delivery rate.
• Procurement policy compliance rate.
• Number of procurement audit findings.
• Stock-out incidents attributable to procurement.
• Percentage of procurement completed according to plan.
• Supplier performance rating.
• User department satisfaction.

Qualifications

• Bachelor's Degree in Procurement & Supply Chain Management, Business Administration (Procurement Option) or a related field.
• Professional qualification such as CIPS is an added advantage.
• Membership of a recognized procurement professional body is desirable.

Experience

• Minimum 3 years of procurement experience, preferably in the healthcare, medical, or NGO sector.
• Experience managing procurement of medical equipment, medicines, laboratory supplies, office equipment and general services is an added advantage.
• Experience using ERP or procurement management systems is desirable.

Competencies

• Strong negotiation and supplier management skills.
• Excellent analytical and planning skills.
• Knowledge of procurement laws and best practices.
• High integrity and ethical standards.
• Strong report writing and documentation skills.
• Excellent communication and interpersonal skills.
• Computer proficiency (Microsoft Excel, Word and ERP systems).
• Ability to work under pressure and meet deadlines.

• Prepare and implement the annual procurement plan.
• Consolidate procurement requirements from all departments.
• Monitor procurement budgets and expenditure.
• Ensure timely procurement to support operational needs.
• Identify and prequalify competent suppliers.
• Obtain quotations and conduct competitive bidding.
• Evaluate bids and recommend suppliers.
• Negotiate prices, quality, delivery schedules and payment terms.
• Raise Purchase Orders and monitor deliveries.
• Maintain an up-to-date supplier database.
• Conduct supplier performance evaluations.
• Manage supplier contracts and service level agreements.
• Resolve supplier performance issues promptly.
• Coordinate with the Stores Officer to maintain optimum stock levels.
• Monitor inventory movements and reorder levels.
• Participate in stock counts and asset verification.
• Ensure proper receipt and inspection of procured items.
• Ensure compliance with TMHS procurement policies and regulatory requirements.
• Maintain complete procurement files and contract records.
• Prepare procurement reports and procurement trackers.
• Support internal and external audits.
• Conduct market surveys and price benchmarking.
• Identify opportunities for cost savings.
• Promote value-for-money procurement.
• Minimize procurement risks.
• Advise departments on procurement procedures.
• Build positive relationships with suppliers.
• Coordinate procurement meetings and bid evaluations.
• Perform any other duties assigned by management.

• Strong negotiation and supplier management skills.
• Excellent analytical and planning skills.
• Knowledge of procurement laws and best practices.
• High integrity and ethical standards.
• Strong report writing and documentation skills.
• Excellent communication and interpersonal skills.
• Computer proficiency (Microsoft Excel, Word and ERP systems).
• Ability to work under pressure and meet deadlines.

• Bachelor's Degree in Procurement & Supply Chain Management, Business Administration (Procurement Option) or a related field.
• Professional qualification such as CIPS is an added advantage.
• Membership of a recognized procurement professional body is desirable.