Job Summary
Responsible for purchasing materials, products, and services to meet the
needs of internal customers in a timely and cost-effective manner. Coordinate
activities involved with procuring goods and services for AUBMC. Receive and
review all assigned purchase requisitions and process them in accordance with
University established procedures. After revision of requisition, confer with
vendors to obtain product or service information such as price, availability,
and delivery schedule. Issue purchase orders and follow up on delivery and end
user inquiries.
Support the mission and vision of the American University of
Beirut Medical Center (AUBMC) and that of the AUBMC Purchasing Department.
Essential Functions / Task Groups
Procurement Related Duties:
- Provide internal customers with materials and services through working to
understand their requirements
- Receive and verify purchase requisitions assigned by the Director for
completeness of information
- Issue purchase orders to suitable suppliers
- Provide the users with up-to-date information on new products and/or new
suppliers
- Monitor shipments to ensure that goods come in on time and in the event of
problems trace shipments and follow up undelivered goods
- Locate and contact qualified suppliers, secure price quotations, negotiate
prices, availability of items, delivery dates, after sales service when
applicable, guarantees, payment terms, etc
- Decide in accordance with applied procurement procedures whether to
purchase through competitive sealed bids, open written quotes
- Analyze technical data in supplier's proposals
- Analyze price proposals, financial reports, and other data and information
to determine reasonable prices
- Monitor and verify ongoing cost effectiveness
- Schedule bid opening meetings for the bidding committee and participate in
product selection
- Prepare formal tender invitations to suppliers to submit proposals
- Research and evaluate suppliers based upon price, equality, selection,
service, support, availability, reliability, and supplier's reputation and
history
- Checking availability of product, contacting request departments to
negotiate a substitute in case of non-availability and processing the purchase
order according to applied procurement procedure
- Evaluate and monitor contract performance to ensure compliance with
contractual obligations and to determine need for changes
- Attend to emergency purchases
Administrative Duties:
- Present relevant and timely feedback on project or task status, issues,
and potential problems
- Notify and report to senior management concerning any trends that are
critical to the organization's financial performance
- Maintain and review computerized or manual records of items purchased,
cost, delivery, product performance, and inventories
- Improve work flow, service delivery, and streamline routine services
- Update requesting departments and end-users as to the status of ordered
items
- Follow up on weekly order status report
Critical Competencies
Achievement Orientation, Client Focus, Communication Skills, Computer
Skills, English Comprehension, Ethical Practice, Information and Records
Administration, Initiative, Organizational Awareness, Planning and Organizing,
Problem Solving, Professional Development, Professionalism, Purchasing
Negotiations, Purchasing Techniques and Methods, Quality Management, Resource
Management, Safety and Health Management, Supplier Evaluation & Selection,
Team 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: 3
years of experience in a Procurement related
field.
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:
Director of Procurement
Supervisory Channel:
None
Job Characteristics
Physical Effort: |
Little or no Physical Effort |
Work Schedule: |
Regular weekdays |
Working Conditions: |
Normal |