Key Responsibilities:
a) Verify purchase orders for accuracy and approve them according to the approval
matrix, ensuring timely delivery of goods.
b) Record minutes during tender evaluations based on bid submissions to maintain
transparency in vendor contracting.
c) Develop and maintain a supplier performance database by updating tools based on
appraisals to identify areas for improvement and guide future engagements.
d) Develop a comprehensive database of market prices, commodity lists, alternative
products, and sources to facilitate informed decision-making during procurement
processes.
e) Identify, develop, and update relevant Quality Management System (QMS)
documentation and policies to align with best pharmaceutical procurement practices
and ensure compliance.
f) Negotiate with suppliers and vendors to secure advantageous terms and conditions for
the organization.
g) Negotiate with suppliers for the collection of returns from clients to minimize losses
due to stock obsolescence or expiries.
h) Contract suppliers and vendors to ensure efficient provision of goods and services.
i) Verify entries on Local Purchase Orders (LPOs) during approvals to ensure the
accuracy of order details.
j) Communicate award notifications to suppliers to ensure timely planning and delivery
of goods and services
k) Coordinate the compilation of weekly, monthly, and quarterly reports by various subsections to track progress, identify areas for improvement, and support decisionmaking.
l) Maintain tender documents and update relevant stakeholders on alternative sources or
products during the sourcing process to enhance procurement options.
m) Maintain a database of alternative suppliers by engaging with potential vendors from
the Pharmacy and Poisons Board (PPB) database and network to expand the supplier
base.
n) Conduct market price analysis through open Requests for Quotations (RFQs) to
establish competitiveness and set a baseline for negotiations.
o) Develop and review tools for monitoring supplier performance to ensure the
organization consistently receives quality and reliable services.

p) Address quality-related complaints from clients by liaising with suppliers and following
up on Corrective and Preventive Actions (CAPA) issued in response to reports from
Quality Assurance or field inspections.
q) Support the execution of procurement activities for donor-funded programs, grants,
and access programs to ensure successful project outcomes.
r) Conduct international purchases to obtain the best prices by engaging with overseas
vendors, coordinating with regulators for Import Declaration Forms (IDFs) and
permits, and liaising with clearing agents for smooth clearance.
s) Monitor and appraise staff performance to identify areas for improvement and
recognize areas of excellence.
Candidate Profile:
i. Bachelor Degree in Pharmacy and Registered with the Pharmacy and Poisons Board
ii. Chartered Institute of Procurement and Supply (CIPS) Level VI or equivalent
iii. Membership with CIPS or equivalent
iv. Minimum five (5) years of relevant experience of which (3) in Supervisory level
v. Technical Competencies; knowledge of international trade regulations, customs
procedures, and import/export documentation; knowledge of the Public Procurement
and Asset Disposal Act; Negotiation Skills; Supplier and Vendor Sourcing; Risk
Management; Budgeting; MS Suite Proficiency
vi. Functional skills; Supervisory Skills;