Exciting Career Opportunity – Procurement Supervisor at MEDS
About Us
Mission for Essential Drugs and Supplies (MEDS) is a faith-based health solutions provider founded through an ecumenical partnership between the Kenya Conference of Catholic Bishops (KCCB) and the Christian Health Association of Kenya (CHAK). Established in 1986, MEDS is committed to providing reliable and affordable Health Products and Technologies, Quality Assurance, and Health Systems Strengthening Services. We serve clients across Kenya, Africa, and beyond.
As we continue to grow, we are seeking a Procurement Supervisor to join our dynamic team. The ideal candidate will play a critical role in managing procurement processes, supplier engagement, and contract management while ensuring compliance with regulatory and organizational policies.
Job Title: Procurement Supervisor
Reports To: Procurement Manager
Location: Nairobi, Kenya
Key Responsibilities
- Verify and approve purchase orders in line with the approval matrix, ensuring accurate and timely procurement of goods.
- Maintain transparency by recording minutes during tender evaluations based on bid submissions.
- Develop and manage a supplier performance database to track and improve supplier efficiency.
- Maintain an updated database of market prices, commodity lists, alternative products, and sources to aid procurement decision-making.
- Identify, develop, and update Quality Management System (QMS) documentation to align with best pharmaceutical procurement practices.
- Negotiate with suppliers and vendors to secure cost-effective and favorable terms.
- Coordinate with suppliers to facilitate the collection of returns from clients, reducing stock obsolescence and expiries.
- Contract and manage relationships with suppliers to ensure seamless service delivery.
- Verify Local Purchase Orders (LPOs) to ensure accuracy before approval.
- Communicate award notifications to suppliers, ensuring timely planning and delivery.
- Compile weekly, monthly, and quarterly reports to track procurement progress and inform decision-making.
- Maintain and manage tender documents while providing stakeholders with updated information on alternative sources and products.
- Expand the supplier base by engaging with potential vendors through the Pharmacy and Poisons Board (PPB) database.
- Conduct market price analysis using Requests for Quotations (RFQs) to set competitive pricing baselines.
- Develop and review supplier performance monitoring tools to ensure consistent service quality.
- Address and resolve quality-related complaints by liaising with suppliers and implementing corrective and preventive actions (CAPA).
- Support procurement activities for donor-funded programs, grants, and access programs to enhance project outcomes.
- Manage international procurement, liaising with overseas vendors, regulators for Import Declaration Forms (IDFs), and clearing agents to ensure smooth clearance.
- Monitor and evaluate staff performance, providing feedback and guidance to enhance team effectiveness.
Candidate Profile
- Bachelor’s Degree in Pharmacy and Registered with the Pharmacy and Poisons Board
- CIPS Level VI or equivalent certification
- Active Membership with CIPS or equivalent professional body
- Minimum five (5) years of relevant experience, with at least three (3) years at a supervisory level
- Technical Competencies:
- Knowledge of international trade regulations, customs procedures, and import/export documentation
- Understanding of the Public Procurement and Asset Disposal Act
- Strong negotiation skills, supplier and vendor sourcing expertise
- Risk management and budgeting proficiency
- Advanced MS Suite proficiency
- Functional Skills:
- Strong leadership and supervisory abilities
- Excellent communication and interpersonal skills
- Problem-solving and analytical capabilities
