Purchasing Supervisor

- Department: Purchasing

- Organizational Relationships:

- Reports to: Hospital Administrator

Job Summary:

Perform all purchasing functions according to established practices and standards. Oversee procedures and activities of procurement.

Duties and Responsibilities:

1. Consult with and keep Hospital Administrator informed of activities, needs and problems within the Department.
2. Implement and interpret policies and procedures to subordinates. Monitor and evaluate purchasing practices and recommend or effect changes to improve services and efficiency in department operation and to facilitate the requisitioning and purchasing process.
3. Responsible for orientation, supervision, and evaluation of purchasing personnel. Advise and counsel as necessary. Resolve problems. Act as resource to department personnel and other hospital departments in matters such as purchasing procedures, product detail, contracts, etc.
4. Prepare the department budget. Gather data required for budgetary purposes.
5. Perform and direct purchasing functions and activities. Assign purchasing activities to subordinates. Interview sales representatives. Perform on-site inspection and evaluation of vendor facilities to determine service capabilities. Originate correspondence and telephone calls to obtain quotes, delivery dates and other pertinent data. Recommend economical methods of shipment consistent with delivery requirements. Process special requisitions, edit and review requirements and contact requisitioning department as necessary to complete details. May suggest alternatives, considering quantity, prices, requested delivery dates etc. Follow up and expedite as necessary to maintain previously established delivery dates. Coordinate with supplier and requisitioner to resolve changes. Arrange conferences to discuss specifications usage, alternatives etc. Distribute product information to department heads. Maintain update reference and quote files, catalogs, etc.
6. Provide advice and guidance as necessary. Assist in resolving problems with consultation of the warehouse supervisor.
7. Research new products and services and make recommendations to direct and/or department heads with the designated Trial Form and obtain their approval before supplying the new product.
8. Maintain records, reports, files, and statistics as required.
9. Care for and maintain department supplies, equipment and work area.
10. Attend in-service workshops and meetings as required. May participate on committees as requested.
11. Develop, maintain, implement and document all quality improvement policies and activities in all areas inside the department.
12. Perform other duties as required or directed by Hospital Administrator.
13. Participate in annual and periodical inventories.
14. Distribute and authorize the work for the local buyers.
15. Responsible for the petty cash purchasing and reimbursement of the petty cash from the Finance Department after approval of the Hospital Administrator.
16. Recommend space, equipment, staffing and other resources needed to meet the organization’s mission and fulfill the department scope of service.
17. Recommends criteria for selecting the departments professional staff and choose or recommend individuals who meet those criteria.
18. Provide orientation and training for all staff within his/her department appropriate to their responsibilities.
19. Prepare and update department staffing & training plans.
20. Monitor department’s performance as well as staff performance.

Skills:

Bachelor degree from an accredited college in business administration or allied field with courses in bookkeeping, economics, marketing mathematics, business law and contracts. Sufficient previous experience as assistant purchasing agent or equivalent position in a hospital setting. Good knowledge of Arabic and English language spoken, written and reading.

Conditions:

Mostly sedentary. Occasional prolonged walking and standing. Subject to frequent interruptions.