Procurement Officer
Location: Kenya or South Africa
Reports to: Supply Chain Manager

Up to 10% travel

Who are we?

VIYA Health Enterprise Ltd is a private company dedicated to addressing the needs of women throughout their sexual and reproductive health journey. Our mission is to eliminate barriers to trusted information, quality products, and essential services, ensuring that women can access the support they need with ease and confidence. We focus on empowering women to make informed choices that enhance their health and wellness by expanding options and addressing challenges related to accessibility.

Our vision is to create a seamless and supportive experience for women by leveraging an omnichannel strategy. Through innovative digital platforms and solutions, we aim to strengthen the delivery of high-quality information, products, and services. By combining technology with a customer-centric approach, VIYA Health Enterprise Ltd strives to improve women’s reproductive health outcomes, enhance their wellness journey, and make a lasting impact across the communities we serve.

Purpose of the Role

The Procurement Officer is primarily responsible for the asset inventory. Under the supervision of the Supply Chain Manager, the Procurement Officer has responsibility for the management of the daily procurement activities in the company from the request to the delivery of goods, works and services. 

Provides assistance for developing solicitations and advising staff in defining requirements of proposed procurements; advises department users regarding the appropriate methodology for procuring services, equipment and commodities; interprets laws, policies, and regulations affecting requisitions and purchase order processing; assists staff in developing Invitations For Bids (IFB) and specification documents that comply with statutory rules and regulations; conducts pre-bid conferences with potential vendors; reviews specification for Request for Proposal, obtains control agency approval, solicits proposals, obtains all required approvals; negotiates and awards contracts; tracks and completes monthly and annual reports reflecting company purchases and contracts; initiates required changes in QuickBooks.

Key Responsibilities:

• Assist in the selection of appropriate suppliers and contractors, to promote good procurement practice with due regard to ethical purchasing standards and costing and company policies
• Draft an appropriate service level agreement to properly evaluate the performance of suppliers, and report on this on a regular basis.
• Work with internal stakeholders to determine procurement needs, quality and delivery requirements.
• Responsible for order placement timing, supply / demand alignment, material replenishment and supplier performance
• Monitor, evaluate and improve supplier performance, according to an appropriate Service Level Agreement, on a continuous basis
• Control and monitor expenses against approved budgets
• Develop sourcing strategies
• Cost saving budgeting and targeting
• Set and plan how to achieve supplier accreditation and service level management
• Payment terms negotiation, optimization and management
• Maintain contracts with vendors
• Review inventory and update as required
• 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
• Coordinate annual overseas orders. 
• Bar code assets and update asset register
• Annual asset stock take
• Ensure accounts to be submitted for payment to vendors on time
• Administration and reporting as necessary
• Make or purchase policy analysis and recommendations
• Lease or purchase policy evaluation and recommendation

Requirements

The basics:

Qualifications and Experience:

Educational Background:

• Bachelor’s degree in finance, Supply Chain, Procurement, Operations, or a related field is required.

Professional Experience:

• Experience in coordinating Supply Chain and Procurement functions.
• Minimum of 5 years of experience, 3 of which must be in Pharmaceuticals
• Experience in FMCG would be advantageous

Service Management:

• Familiarity with outsourced service management.

Communication Skills:

• Strong communication and interpersonal skills.

Technical Proficiency:

• Proficient in relevant financial software and tools.
• Experience with QuickBooks Enterprise Edition or similar ERP system highly desirable

Certification:

• Certification in Project Management, Lean Six Sigma or equivalent highly desirable

Skills

• Initiating Action
• Decision making
• Innovative
• Achieving Results

The candidate we hire will embody VIYA HEALTH’s corporate values:

• Measurement: You use hard evidence to make decisions and guide your work. You set clear goalposts in advance and explain clearly if you need to move them.
• Pragmatism: You’ll strive to deliver the best possible result with the resources available. You won’t be paralyzed by a need to make things perfect.
• Honesty: You own your mistakes and are open about your shortcomings – it’s the only way you’ll learn and improve.
• Collaboration: You’ll quickly establish a mental map of whom you can rely on for what, on your team, at headquarters, and in our country offices – if you try to do it all yourself, you won’t succeed.
• Trust: You accept limits to your sphere of control and give colleagues the benefit of doubt.
• Commitment: You are in it for the long-haul and want to grow with the organization, just like VIYA HEALTH serves its consumers and partners with host-country governments through thick and thin.

Viya Health is an Equal Opportunity Employer and encourages applications from qualified individuals regardless of actual or perceived race, religion, color, sex, age, national origin, disability, sexual orientation, marital status, personal appearance, matriculation, political affiliation, family status or responsibilities, gender identity or expression, pregnancy, childbirth, related medical conditions or breastfeeding, genetic information, amnesty, veteran, special disabled veteran or uniform service member status or employment status.

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