Senior Officer – Procurement (Maintenance Items & Indirect Material) Karachi Based

The role involves managing the end-to-end procurement process for maintenance items and indirect materials across all hospital departments and locations nationwide. The incumbent will review purchase requisitions, coordinate with various stakeholders for technical clarifications, and work closely with the central procurement team to prioritize and expedite requests. Ensuring cost-effective sourcing while maintaining quality standards is a key focus, alongside maintaining compliance with organizational policies and regulatory requirements.

Key Responsibilities

- Review and process Purchase Requisition Forms (PRFs) received from hospital departments and locations across Pakistan for maintenance and indirect materials, initiating procurement actions accordingly.
- Coordinate with respective departments and hospital locations to clarify technical details on PRFs, ensuring accurate and appropriate sourcing decisions.
- Collaborate with the Procurement team at the Head Office to prioritize, process, and expedite requisitions based on operational urgency.
- Obtain, evaluate, and compare vendor quotations; negotiate pricing, payment terms, and delivery schedules to achieve cost efficiency without compromising quality or service standards.
- Prepare Comparative Statements (CS) and Purchase Orders (POs) in accordance with company procurement policies, Standard Operating Procedures (SOPs), and the financial approval matrix.
- Liaise with logistics and transport providers to ensure timely dispatch and delivery of procured items to hospital locations nationwide.
- Develop and maintain an approved vendor list for maintenance and indirect material categories; conduct periodic vendor performance evaluations.
- Monitor market trends, pricing fluctuations, and alternative sourcing options to identify potential cost-saving opportunities for the hospital network.
- Ensure all procurement activities comply fully with hospital SOPs, financial policies, and applicable regulatory and audit requirements.
- Maintain accurate and up-to-date procurement records, contracts, and vendor documentation within the ERP/procurement system for all locations.
- Coordinate with Finance and Accounts departments to facilitate timely vendor payments and promptly resolve any invoice or payment discrepancies.
- Handle urgent or emergency PRFs raised by hospital sites within defined turnaround times (TATs).
- Prepare and share periodic Management Information System (MIS) reports on procurement spend, cost savings, and vendor performance with senior management.
- Support internal and external audits related to the procurement of maintenance items and indirect materials.
- Review, renew, and renegotiate supply and service contracts and agreements as required.

Required Qualifications

- Proven experience in procurement or supply chain management, preferably within the healthcare or related sectors.
- Strong negotiation skills and the ability to evaluate vendor quotations effectively.
- Familiarity with procurement policies, SOPs, and financial approval processes.
- Proficiency in maintaining procurement records and using ERP or procurement management systems.
- Excellent coordination and communication skills to liaise with multiple departments and external vendors.
- Ability to work under pressure and manage urgent procurement requests within defined turnaround times.
- Knowledge of regulatory and audit requirements related to procurement activities.

Preferred Qualifications and Benefits

- Experience working in a multi-location healthcare network is advantageous.
- Background in vendor management and contract negotiation.
- Exposure to market trend analysis and cost-saving initiatives.
- The organization is committed to maintaining a safe and ethical work environment and conducts rigorous background checks on all potential candidates to prevent sexual exploitation and abuse.

This position offers the opportunity to contribute to the efficient functioning of a leading healthcare network by ensuring timely and cost-effective procurement of essential maintenance and indirect materials.