Free Sample Procurement Officer Job Description
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Sample Procurement Officer Job Description


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Procurement Officer

POSITION:

Procurement Officer

INCUMBENT(S):

Jean Doe

DIVISION:

Procurement

ORGANIZATION:

Company ABC

LOCATION:

City ABC

DATE:

June 28, 2013

Approval Signatures: 

                                                                             

Incumbent                           Deputy General Manager

RESPONSIBILITIES:

The Procurement Officer is responsible for the timely procurement and delivery of high quality, low-cost pharmaceutical products and the proper processing of assigned customer orders.

In order to carry out these responsibilities, the Procurement Office selects and evaluates the performance of suppliers, oversees the customs clearing process and coordinates the processing of assigned customer orders.

ORGANIZATION MAGNITUDE (Annualized):

Total ABC Staff:             52

Total Budget                  13,632,993,292

Total Revenues              13,937,536,891

ORGANIZATION STRUCTURE:

The Procurement Officer reports to the Head of Procurement and receives verbal and written direction and instructions.

There are no subordinates reporting to The Procurement Officer.

The Procurement Officer provides direction and guidance to the following positions:

  • Sales Officers: The Procurement Officer provides guidance on pharmaceutical product information updates and changes to tax structures.

There are other positions throughout Company ABC that provide direction or guidance to the Procurement Officer:

  • Head of Procurement: Guidance on how to handle special orders and agreed payment terms.
    Head of PMS: Guidance on the specifications of pharmaceutical products
  • Head of TSD: Guidance on the specifications of equipment that is ordered

NATURE OF WORK AND JOB SCALE:

Freedom to Act:

This work of this position originates from the Pharmaceutical Main Store (PMS), the Technical Service Department (TSD) and the Production Unit (PU). Completed work is sent to these same departments and is reviewed and approved by the incumbent and the Head of the Department.

This position has the following procedures or manuals made available to the incumbent:

  • Procedures:
    • Application for NDA verification certificate
    • Procurement procedures
  • Manuals:
    • None

Challenges:

The position encounters frequent problems related to:

  • Delays in clearance of goods at entry points
  • Unexplained delays in deliveries from suppliers
  • Delays in receiving and posting order in inventory

The most difficult problems this position encounters include:

  • Wrong deliveries
  • Unexplained less quantities delivered from ordered quantities

This position has access to a supervisor in order to resolve the above problem(s).

This position has access to other employees in order to resolve the following problem(s):

  • Accounts Assistants - To establish whether payments to suppliers are done in the event that there is a delay in delivering ordered supplies
  • Head of Finance and Accounts - Approval to waive particular terms of payment on special orders
  • Head of PMS - Approval to change specifications and quantifications of orders in cases where the supplies cannot meet the stated specifications
  • Head of TSD - Issues related to changes in equipment specifications

Contacts:

This position has contact with the following individuals, departments and/or external contacts on the following basis:

  • Head of Finance and Accounts: to confirm prepayments to suppliers for orders exceeding US$ 30,000
  • Deputy General Manager: to review and approve customer quotations exceeding US $10,000,0000, 3 times per month
  • Heads of PMS, TSD and Production: to confirm procurement specifications
  • Christian Blinden Mission (CBM), Programme Coordinator for East Africa: to sell pharmaceutical materials worth Euros 200,000, on an annual basis
  • Lions Aid Norway - Country Representative: to provide technical advise in placing orders
  • C.U.A.M.M - Country Representative: to provide technical advise in placing orders
  • Missionpharma (Supplier pharmaceutical parts) - International Sales Executive: to discuss procurement of instruments worth US$ 50,000, on an annual basis
  • Abbot (Drugs manufacturing company)- Sales Executive: to discuss procurement of HIV test kits worth US $32,000, on a quarterly basis
  • Troge (supplier pharmaceutical parts) - International Sales Executive: to discuss procurement of assorted pharmaceutical products worth US $90,000, on a quarterly basis
  • Uganda Revenue Authority: to clarify customs tariffs
  • National Drug Authority: to conduct verification certificates follow up

SPECIFIC RESPONSIBILITIES:

  • Ensures the timely delivery of quality pharmaceutical products at the lowest possible cost:
    • Participates in the selection of suppliers based on a criteria
    • Complies with the National Drug Authority (NDA) procedures and regulations
    • Conducts a comparative analysis on supplier prices
    • Reviews and evaluates the performance of the suppliers
    • Processes the necessary clearance documents
    • Closely liaising with the clearing agents
  • Ensures the proper management of procurement department operations in the absence of the Head of department:
    • Carries out all necessary procurement activities
  • Ensures the proper processing of assigned customer orders e.g. Christen Blinden Mission (CBM):
    • Verifies quantification of orders
    • Verifies that the required order is within the agreed budget
    • Coordinates the Sales and Dispatch officers when processing the orders
    • Submits final invoices to the Finance and Accounts Department

WORKING CONDITIONS:

The position exposes the incumbent to constant interruptions that disrupt workflows and the ability of the incumbent to complete his/her job duties, increasing the mental stress levels of the position. In addition, pressure from deadlines (i.e. ensuring that purchases are delivered on time) is a source of mental stress.

QUALIFICATIONS:

Relevant bachelor degree or equivalent plus experience and internal promotion from scale 4a


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