Introduction

Chartered in 1983, Aga Khan University (AKU) is a private, autonomous, and self-governing international university, with 13 teaching sites in 6 countries over three continents. An integral part of the Aga Khan Development Network, AKU provides higher education in multiple health science and social science disciplines, carries out research pertinent primarily to low- and middle-income countries and operates 7 hospitals (soon 8) and over 325 outreach clinics, all at international standards. It has almost 2,500 students and 14,000 staff. The University is both a model of academic excellence and an agent of social change. As a leading international institution dedicated to excellence and change, AKU operates on the core principles of quality, relevance, impact, and access.

Job Summary

The Purchase Officer, Contracts & Services, will work directly under the Assistant Manager in contracts and services with a dotted line reporting to DPH Administration Manager

The Purchase Officer will support in managing all AKU/ AKUHN assigned responsibilities as mentioned below to achieve the overall AKU/AKUHN Purchasing & Supply Chain Management Division goals.

Responsibilities

Financial Management

• Source, select, and negotiate for the outsourced services in terms of quality, price, terms, deliveries and services with suppliers and sub-contractors assigned.
• Run RFP/RFQ in preparing sealed bids, analyzing tender reports from Quantity surveyors, prequalify contractors, prepare comparative analysis and recommendation.
• Analyze price proposals, financial reports, and other information to determine reasonable prices.

Administration

• Support all activities in the procurement cycle for AKU/ AKUHN.
• Prepare Contracts for AKU/ AKUHN
• Responsible for the preparation and processing of purchase orders and documents in accordance with PSCMD policies and procedures.
• Receiving/delivery of goods and services and handing over documents to team on time as per the guidelines.

Quality Control

• Evaluate and monitor contracts to be sure that vendors and suppliers comply with the terms and conditions of the contract and to determine need for changes.
• Handle and monitor claims to vendors for services rendered.
• Meet with staff and vendors to discuss defective or unacceptable goods or services and determine corrective action.

Coordination

• Source for new parts, suppliers, or sub-contractors when the need arises.
• Interview vendors and visit suppliers' premises to examine and review services, and prices.
• Work out contractual agreements with suppliers for price discounts and implementation schedule.

Reporting

• Support team operations in accordance with guiding policy.
• Process invoices for payment/ LPO’s.
• Organize all site visits.
• Organize meetings for the team.
• Prepare site visit reports.
• Administration needs for the team.
• Book travel, accommodation etc. when need arises.
• Ensure that systems are in place to maintain and regularly update purchase records, data, files, and reports related to non-medical supplies purchases.
• Any other additional role given from time to time.

Requirements

• Bachelor’s degree in Purchasing and Supply Chain field.
• At least 5 years’ work experience in the field of Purchasing and Supply Chain Management.
• Candidates with experience on donor/grant purchases and Project management will be an added advantage.

Relevant Experience

• Advanced knowledge of MS Office applications.
• Basic knowledge of procurement process.
• Business letters & report writing skills.
• Project management process.

Personal Characteristics & Behaviours

• Excellent Interpersonal and Communication Skills.
• Problem solving and critical thinking Skills.
• Good organizational and administrative Skills
• Ability to work in a team and independently.
• Negotiation Skills.
• Attention to detail.
• Excellent numeracy and IT Skills

• Source, select, and negotiate for the outsourced services in terms of quality, price, terms, deliveries and services with suppliers and sub-contractors assigned.
• Run RFP/RFQ in preparing sealed bids, analyzing tender reports from Quantity surveyors, prequalify contractors, prepare comparative analysis and recommendation.
• Analyze price proposals, financial reports, and other information to determine reasonable prices.
• Support all activities in the procurement cycle for AKU/ AKUHN.
• Prepare Contracts for AKU/ AKUHN
• Responsible for the preparation and processing of purchase orders and documents in accordance with PSCMD policies and procedures.
• Receiving/delivery of goods and services and handing over documents to team on time as per the guidelines.
• Evaluate and monitor contracts to be sure that vendors and suppliers comply with the terms and conditions of the contract and to determine need for changes.
• Handle and monitor claims to vendors for services rendered.
• Meet with staff and vendors to discuss defective or unacceptable goods or services and determine corrective action.
• Source for new parts, suppliers, or sub-contractors when the need arises.
• Interview vendors and visit suppliers' premises to examine and review services, and prices.
• Work out contractual agreements with suppliers for price discounts and implementation schedule.
• Support team operations in accordance with guiding policy.
• Process invoices for payment/ LPO’s.
• Organize all site visits.
• Organize meetings for the team.
• Prepare site visit reports.
• Administration needs for the team.
• Book travel, accommodation etc. when need arises.
• Ensure that systems are in place to maintain and regularly update purchase records, data, files, and reports related to non-medical supplies purchases.
• Any other additional role given from time to time.

• Advanced knowledge of MS Office applications.
• Basic knowledge of procurement process.
• Business letters & report writing skills.
• Project management process.
• Excellent Interpersonal and Communication Skills.
• Problem solving and critical thinking Skills.
• Good organizational and administrative Skills
• Ability to work in a team and independently.
• Negotiation Skills.
• Attention to detail.
• Excellent numeracy and IT Skills

• Bachelor’s degree in Purchasing and Supply Chain field.
• At least 5 years’ work experience in the field of Purchasing and Supply Chain Management.
• Candidates with experience on donor/grant purchases and Project management will be an added advantage.