Procurement Administrator

ROLE SUMMARY

Health Technology Department functions within the greater Procurement department. The Procurement Administrator – Medical Equipment plays an intrinsic role in the department in includes, but not limited to:

The incumbent is involved in the process of vendor management, including selection, listing and review.

The incumbent will be responsible for accurate managing of systems / database information and reference documents for the department, and available for group wide distribution.

The supportive role for the managing of contracts initiated by the Procurement Specialists / Procurement Manager – Medical equipment.

The incumbent is responsible for complex data analyses from SAP, and other electronic sources, for efficient procurement spend reporting leading to efficient spend decisions.

The incumbent plays a pivotal role in the management of operational queries from hospitals teams related to medical equipment.

EDUCATION

Required

Grade 12 or equivalent NQF Level 4 qualification

WORK EXPERIENCE

Required

Administrative Experience of at least 5 years

Hospital or Healthcare Experience

Preferred

Previous experience in a logistics and procurement position would be advantageous.

Communications skills (Written and Verbal)

Interpersonal relationship skills

Analytical skills

Technical skills

Business acumen

KNOWLEDGE

Essential

General knowledge of medical products and hospitals

Relevant computer proficiency (Microsoft Office and SAP)

NON-MANAGERIAL/ SPECIALIST SKILLS

Customer Focus and Service Delivery

The capacity to identify and respond to the needs of internal and external customers.

Adapting and Responding to Change

Capable of supporting and advocating change initiatives and managing own reaction to change.

Personal Work Ethic

Capacity to instill an ethic of quality and consistency in self and others.

Building Relationships

Capacity to establish constructive and effective relationships.

Communication

The capacity to clearly present information, either written or verbal.

Teamwork

Capacity to cooperate with others to work towards a common goal.

Technical Knowledge

The capacity to perform a technical function to required standards.

OPERATIONAL EXCELLENCE

Vendor Management, sourcing of goods and services

Analyze and assess new vendor accreditations and applications for possible listings

Manage new vendor applications via applicable vendor adoption systems

Receive, investigate vendor correspondence and provide feedback to vendor

Improve vendor relations by creating relationships of trust and transparency

Mitigate risks by doing vendor accreditations

Review and renew vendor accreditations and acceptance of Netcare Terms and Conditions and Service Level Agreements

Create and Maintain Standard Operating Procedures on areas of responsibility

Attend relevant departmental meetings as required, which may include supplier meetings, or project meetings

Compile reports for department on supplier spend for applicable reports

Assist team to source goods and services according to best industry practice to meet the requirements of the Netcare divisions, as requested by procurement managers and operations, to add to the vendor and product data base following the approval processes

Assist with on-going research into medical equipment best practice

Administration of all supplier documentation including effective electronic record keeping

Liaise with CPD team for queries related to vendor management.

Contract Administration

Assist with maintaining and monitoring of Service Level Agreements between vendor and hospitals including liaison with Netcare Legal Department

Manage Rental database for procurement department.

Prepare annual price increase requests for rental contracts, liaising with relevant Procurement Specialist and Procurement Manager.

Manage Placement database for procurement department.

Assist with annual insurance values data collation for placed equipment whilst liaising with Procurement Manager - Medical Equipment.

Maintain signed agreements on Vendor profile.

Sigma Tickets

Assisting all sites and procurement team as to correct process to follow.

Managing all sigma tickets and ensuring that they are sent to the relevant Procurement Specialist or Procurement Manager timeously and that all Sigma Tickets are closed timeously.

Catalogue Management

Liaising with Procurement Specialist to ensure Catalogues are logged on Sigma for inclusion

Follow up on open Sigma Tickets to close off Catalogue requests or actioning any queries

Guiding Vendors to liaise with e-procurement teams to upload catalogues and liaising with Price File team.

SAP and E-Procurement

Ensuring timeous distribution of SAP’ purchase orders to relevant procurement specialist.

Material Master

Request new Material Master numbers via AMSS and Assets Sigma ticket.

Drive process for updating Material Master list for the group on SharePoint.

Train staff at sites on correct use and processes regarding Material master.

Product applications

Send out pre-purchase questionnaire to vendor (PPQ) as directed and evaluate completeness of document submission, before sending to relevant procurement specialist.

Managing of formal written communication to vendors on product application outcomes, with filing of feedback on relevant repository.

Project Management Assistance

Support the Procurement Specialist with projects as directed by Procurement Manager – Medical Equipment

GROWING WITH PASSIONATE PEOPLE

Teamwork

Actively participate as a member of a team to achieve departmental goals

Support and Efficiency

Provide tools necessary for effective operational conformance to departmental requirements and support as appropriate to Operations and Procurement.

Assistance to Procurement Specialist, Procurement Manager – Medical Equipment, Management and the wider team, for compliance to relevant processes and implementations of identified procurement strategies.

Personal and professional development

Active involvement in own professional development to maintain a satisfactory level of skill and knowledge

Keep up to date with Netcare’s evolving policies and procedures

Build and maintain stakeholder relationships

Work effectively and co-operatively with others to establish and maintain good working relationships that are mutually beneficial

Create and maintain a positive environment where the differences of others are recognized, understood, and valued, so that all can reach their full potential and maximize their contributions

Develop collaborative relationships to help accomplish work goal

BEST AND SAFEST PRACTICE

Communication

Effective and on-going communication co-ordination to all stakeholders, internal and external.

Effective utilization of communication tools including intranet, share point, procurement portals.

Medical Equipment

Manage product complaints SIGMA tickets and effective resolutions via the relevant procurement specialist or department manager.

ACCELERATING TRANSFORMATION

Preferential Procurement

Assist with the BBBEE processes and systems including collection of supplier certificates, capturing and reporting on BBBEE spend

Ensure products and services selected for inclusion in database are in line with Netcare strategy of providing world class goods and services

BEST AND SAFEST PATIENT CARE

Be a model of excellent customer service, ensuring that all customers experience an excellent and satisfactory interaction at all times

Building customer loyalty

Communicating important information to relevant parties

Ensure that all queries relating to suppliers’ invoices are resolved

ACCELERATING TRANSFORMATION

Build customer loyalty by managing work effectively.

Predict crisis interventions, deal with problems and intervene pro-actively to prevent complaints.

Produce work of high-quality standard by accurately checking processes and tasks

Pursue self-development in one of the following areas: