Job Title: Procurement & Administration Support Officer 
Location : Anandaban Hospital
Job Family : Admin
Department / Team / Project : Admin & Finance 
Reports To : Hospital Administration 
Working hours : 8:30am to 4:00pm (on call if required)

Overall purpose of job

This role is primarily responsible administrative support role and inventory management of the hospital. Under the supervision of the Finance Manager and the Hospital Administrator the Procurement and Administration Support Officer has the responsibility for the management of the daily procurement activities in the Hospital, Research Centre, Training Centre, and Construction from the request to the delivery of goods, works and services.

Key tasks and responsibilities 

• Collect quotation from different vendors.
• Maintain accurate records of purchases and pricing
• Create and maintain good relationships with vendors/suppliers
• Making professional decisions in a fast-paced environment
• Maintain records of purchases, pricing, and other important data
• Review and analyze all vendors/suppliers, supply, and price options
• Develops plans for purchasing equipment, services and supplies
• Negotiate the best deal for pricing and supply contracts
• Ensure that the products and supplies are high quality
• Create and maintain inventory of all incoming and current supplies
• Maintain and update list of suppliers.
• Assist in the selection of appropriate suppliers and contractors, to promote good procurement practice with due regard to sustainability, ethical purchasing standards and costing 
• Draft an appropriate service level agreement to properly evaluate the performance of suppliers, and report on this on a regular basis. 
• Control and monitor expenses against approved budgets
• Cost saving budgeting and targeting
• Maintain contracts with vendor.
• Mange every aspects of the supply chain and notify the senior management team of any possible obstacle’s to ideal efficiency.
• Receive orders from various departments, Initiate and keep track of orders 
• Receive, inspect and distribute orders
• Reconcile or resolve order discrepancies with supplies. 
• Monitor delivery times to ensure they are on time 
• Maintain good relationships with suppliers and renegotiate prices on a regular basis
• Keep daily records
• Bar code assets and update asset register with the support of finance team.
• Conduct periodically physical verification of stock.
• Accounts to be submitted for payment to vendors on time 
• Direct and coordinate with all departments of the hospital including Training unit, Research and Project Officer on matter related to procurement.
• Call meetings of procurement committee as and when required, supply all the necessary information to the committee before hand, minute the discussion and decision made by the procurement committee and executive them.
• Follow TLMN procurement Policy, review it periodically and report to the SMT.
• Discuss with Medical Director and concern department for the technical specification.
• Maintain transparency in your work.
• Administration and reporting as necessary 
• Any other job as assigned by Line Manager.

• Two wheeler Driving License Holder 

Person Specification 

• Required at least Bachelor Degree in Management with 2 years of work experience in relevant field.
• Computer literacy qualification is essentials.
• Ability to analyze problems and strategize for better solutions
• Ability to negotiate, establish and administer contracts
•  Excellent verbal and written communication skills.
• Ability to multitask, prioritize and manage time efficiently.
• Ability to work well with management and staff at all levels.
• Good language proficienc