Reporting to the Lead, Procurement / Manager, Supply Chain/ Procurement, the Assistant Lead, Procurement at Danat Al Emarat (Mubadala Health) is responsible to support the asset’s management and monitor the hospital’s procurement daily operations to maximize the process efficiency and productivity. The role holder works with the Lead, Procurement / Manager, Supply Chain/ Procurement to plan, direct and coordinate the purchasing activities by receiving and completing all purchase requisitions. Future he/ she will ensure the provision of all purchasing/procurement-related services are coordinated and performed in an efficient manner.
Duties as Assistant Lead Procurement
- Play a crucial role in developing and maintaining good relationships with suppliers and distributors to ensure that there are no gaps in the procurement processes.
- Assist in planning of procurement, production, inventory control, logistics and distribution. The position holder should ensure that every step of the process is functioning effectively to avoid costly delays and lost sales opportunities.
- Liaise between different functions at the facility and corporate office for their requirements.
- Manage requisitions and tender documents.
- Draft, review and manage tenders within the category strategy.
Organizational Culture & Compliance:
- Adheres to the division’s policies, procedures and standards while ensuring compliance with applicable regulatory bodies.
- Contributes towards an innovative culture of continuous improvement for enhancing operational efficiency and effectiveness.
- Participates in meetings and maintains professionalism and confidentiality as per the organization’s standard code of conduct.
- Completes personal performance evaluation cycle in a timely manner.
Operations:
- Support in the management of the daily operations of the asset procurement department to maximize staff effectiveness and efficiency in delivering services.
- Coordinate with relevant internal stakeholders to understand their contract/agreement requirements.
- Develop and maintain strong working relationships with the corporate office and the asset at all levels.
- Facilitate ongoing coordination and collaboration between corporate and the local teams at the assets.
- Leverage and share information with the direct reports and the wider team including the tactical buyers at the assets.
- Serve as trusted advisor aligning closely with asset leadership to understand their business and goals.
- Drive reporting requirements to effectively manage strategic, communicate success stories and lessons learned.
- Train, develop, mentor, supervise and assist direct reports. It is essential that the various components of the team function effectively.
- Act as an interface between suppliers and other relevant departments on purchasing processes and new projects and activities.
- Communicate with suppliers to resolve quality, delivery or invoice issues.
- Ensure that all purchase requisitions are authorized appropriately based on the asset’s purchasing policy.
- Constantly review activities to ensure that the process stays cost effective.
- Support in the management of the inventory hospital.
- Evaluate supply needs turnover rates, cost, hazardous nature of goods, and storage limitations.
- Coordinate with the warehouse team to ensure that there are no gaps in the operations in relation to shipments, received, store orders, and stock rotation requirement.
- Coordinate, monitor and support the warehouse team in manpower management and support.
- Provide timely updates on sourcing and purchasing activities to corporate office and asset management.
- Develop, maintain and communicate procurement and sourcing policies, procedures and practices in support of quality improvement activities.
- Ensure all purchasing processes, transactions and external business relationships are in accordance with policy, procedure and the highest of ethical standards.
- Reviews all backorders and expedites accordingly.
Cross-Functional Collaboration:
- Build and maintain effective business relationships with internal and external stakeholders.
- Facilitate ongoing coordination and collaboration between M42 Procurement and Supply Chain team and the local teams at the assets.
- Leverage and share information with the direct reports and the wider team including the tactical buyers at the assets.
- Serve as trusted advisor aligning closely with client leadership to understand their business and goals.
- Drive reporting requirements to effectively manage strategic, communicate success stories and lessons learned.
Communication:
- Communicates effectively with team members and maintains good inter-functional liaison to ensure smooth implementation of operational activities.
- Communicates applicable regulatory requirements in a timely and clear manner within the division.
Occupational Health and Saftey (OHS):
- Comply with OSHMS policies, standards, and procedures affecting their work and avoid misuse of anything provided in the interests of health and safety.
- Help in developing and establishing safety programs.
- Follow established procedures and not taking any shortcuts.
- Assist in investigations.
- Report hazards and incidents.
- Provide feedback to managers.
- Stop any hazardous activity within the workplace.
- Ensure consultation by the management.
- Get information, training, supervision and instruction from the management
- Participate in OSH matters such as risk assessments, PPE selections, hazard control selections, management of change process etc.
Accountability
- Report regularly to direct manager for their own acts of negligence to laid down procedures.
- Attend all trainings and work according to the trainings.
- Abide and perform according to company and local OSH system frameworks for safety of self and the equipment used and task performed.
- Protect others who may be affected by their work.
Role Requirements
Following is the eligibility criteria for the role of Assistant Lead Procurement at Mubadala Health:
Physical Demands and Work Environment:
- Typical physical demands may include a high degree of manual dexterity to sufficiently perform computer functions, produce materials on a PC, operate basic office equipment, operate audiovisual equipment, physically move/ lift/carry relevant equipment/ materials, visit multiple facilities/ assets across the M42 network, and stand/ present in front of a group of people during the employee’s work day.
Education:
- BSc degree in management, administration, procurement, or equivalent qualification; preferred, relevant post graduate degree (MSc).
Experience:
- Minimum of 5 years postgraduate experience in procurement & supply chain experience in a Healthcare provider environment.
- Experience in leading a team with demonstrated ability to develop an effective approach to process improvement, value analysis and problem solving.
- Experience in hospital Pharmaceuticals & Medical Products.
Job Specific Skills & Abilities
- Strong analytical and problem-solving skills.
- Strong customer relationship and interpersonal skills at a senior level.
- Strong management and leadership skills.
- High proficiency in spreadsheet design, development and analysis.
- Strong organizational skills and a demonstrated ability to manage multiple projects.
- Ability to make independent decisions and initiate action.
- Demonstrated skills in planning, organization, evaluation and implementation processes.
- Ability to work independently yet collaborate cross-functionally in a team environment.
- Strong team player; able to use own initiative, taking full responsibility for areas of ownership.
- Proactive in requesting feedback from peers and managers, and continuously developing self.
- Strong communication skills (presentation, written and spoken English).
- Computer literate with strong skills in Microsoft Excel, Word and PowerPoint and in finance (ERP) systems.
- Understanding of international, regional and local supply markets and working practices.
- Strong commercial acumen, and negotiation skills.
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