Job Summary
Coordinate activities involved with procuring goods and services for AUBMC
such as receiving and reviewing all assigned purchase requisitions, processing
them in accordance with University established procedures and issuing purchase
orders as well as following up on delivery and end user inquiries. Responsible
for efficient and effective purchasing operations by ensuring that materials
ordered are on track for timely and accurate delivery.
Support the mission
and vision of the American University of Beirut Medical Center (AUBMC) and that
of the department.
Essential Functions / Task Groups
Tasks:
- Receive and verify purchase requisitions assigned by the Procurement
Manager and/or Director of Procurement for completeness of information and
issue purchase orders (PO).
- Schedule the payments with the Accounts Payable (AP) Department and follow
up with the suppliers to ensure they submit their invoices correctly.
- Follow up with concerned parties to ensure the payment is processed by
securing PO approvals and having the Receiving and Materials Management teams
approve them on ERP.
- Monitor shipments to ensure that goods come in on time and in the event of
problems trace shipments and follow up on undelivered goods.
- Analyze technical data in supplier's proposals as well as analyze price
proposals, financial reports and monitor and verify ongoing cost
effectiveness.
- Assist in scheduling bid opening meetings for the bidding committee and
participate in product selection as well as prepare formal tender invitations
to suppliers to submit proposals.
- Research and evaluate suppliers based upon price, equality, negotiation,
selection, service, support, availability, reliability, and supplier's
reputation and history in line with policies and procedures.
- Assist in managing contracts for supplies, maintenance and service
providers prior to making contractual agreements in order to ensure needs are
met in an efficient and quality-focused manner while ensuring that the
procurement needs are within with the approved budget as well as evaluate and
monitor contract performance to ensure compliance with contractual obligations
and to determine need for changes.
- Present relevant and timely feedback on project or task status, issues,
and potential problems.
- Improve work flow, service delivery, and streamline routine services and
ensure all tasks are performed in a professional, ethical and corporate
manner.
- Perform other related duties as assigned by direct
supervisor.
Critical Competencies
Client Focus, Achievement Orientation, Initiative, Communication Skills,
Safety and Health Management, Ethical Practice, Developing Others, Problem
Solving, Resource Management, Professional Development, Team Skills, Planning
and Organizing, Information and Records Administration, Professionalism, Quality
Management, English Comprehension, Purchasing Techniques and Methods, Purchasing
Negotiations, Contract Development, Supplier Evaluation & Selection,
Computer Skills.
Knowledge / Know-How
Knowledge:
Knowledge of purchasing methods and
procedures.
Knowledge of terminology related to procurement, shipment, and
delivery of items.
Knowledge of product specifications pertaining to
standardized, expendable items and non-expendable items.
Education:
Minimum Education: Bachelor's Degree in
Business Administration, Public Administration, Accounting, Economics, or
related fields.
Experience:
Minimum Experience: 2-3 years of experience
as Junior Specialist at AUBMC or 3-5 years of experience in Procurement
techniques and methods in a similar health care setting.
Languages:
Minimum Languages: Arabic and English (IET
>/= 500).
Preferred Languages: French is an asset.
Computer Skills:
Proficiency in Microsoft Office and
other related software as needed by the job.
Impact of Actions / Decisions
Decisions may affect the financial status of the department, quality,
productivity, and customer satisfaction.
Job Structure
Using logic and reasoning to identify alternative solutions to problems.
Managerial / Supervisory Responsibility
Reporting Channel:
1st Level: Procurement Manager
2nd Level: Deputy
Procurement Director- Medical Center
Supervisory Channel: None
Job Characteristics
Physical Effort: 1 - Little or no Physical
Effort
Work Schedule: 1 - Regular
weekdays
Working Conditions: 1 - Normal