Procurement & Contract Officer
Dame Irene Okwuosa Memorial Hospital
full-time
Job Description
Hospital and Foundation Procurement Delivery:
Manage end-to-end procurement of pharmaceuticals, medical consumables, laboratory reagents, medical and diagnostic equipment, facility services, AGO (diesel), lubricants and general items for DIOMH, and of goods, services and subcontracted works for SEOF programmes and projects.
Process approved purchase requisitions; verify specifications, quantities and budget availability; issue RFQs; analyse quotations; and obtain all required approvals before issuing POs/Service Orders through GEP / SAP or the approved interim system.
Prioritise urgent and critical clinical requirements without bypassing controls, ensuring emergency purchases are documented and regularised in line with approved procedure.
Procurement Governance and Controls:
Introduce and enforce PO / Service Order discipline, replacing cash purchasing and market-survey buying at DIOMH and SEOF.
Enforce segregation of duties between requisition, approval, receipt and payment authorisation, and ensure compliance with the Delegation of Authority and Supply Chain Governance Board (SCGB) requirements.
Support the discontinuation of advance payments made without an approved PO or contract, ensuring payment terms are agreed, documented and properly approved.
Healthcare Supplier Qualification and Vendor Management:
Register DIOMH / SEOF vendors through a formal qualification and due-diligence process and maintain an Approved Vendor List.
Verify that suppliers of medicines, medical devices and consumables hold valid regulatory registrations and licences (e.g. NAFDAC product registration, PCN premises licence) and are authorised distributors or OEM representatives where required.
Monitor supplier performance against agreed delivery, quality, product-compliance and service targets using supplier scorecards, and drive corrective actions where performance falls short.
Sourcing, Contracting and Contract Administration:
Develop fit-for-purpose sourcing approaches, including framework agreements for recurring pharmaceutical, consumable and service requirements, using objective evaluation and award criteria.
Prepare and administer supply, equipment-maintenance (including OEM service agreements), facility-service and Foundation subcontract agreements with appropriate commercial, technical, warranty, legal and risk provisions.
Monitor contract performance, variations, renewals and expiries, and support contract close-out.
Cost, Value and Spend Management:
Negotiate prices, payment terms and conditions that deliver value for money without compromising clinical quality or patient safety.
Maintain a price database and benchmark quotations to identify savings, standardisation and demand-consolidation opportunities.
Support procurement budget preparation and monitor spend against approved budgets, highlighting variances to management.
Demand Planning, Delivery and Quality Assurance:
Work with Pharmacy, Laboratory, Nursing, the Material Officer, the Warehouse Officer & Oiler and other end users to forecast demand and maintain appropriate stock levels for critical medicines, consumables, AGO and lubricants, minimising stock-outs, expiries and wastage.
Expedite orders against agreed lead times and coordinate inspection and acceptance of deliveries with end users, verifying specification, quantity, batch number, expiry date and cold-chain integrity where applicable.
Coordinate with the logistics / clearing team on imported medical equipment and supplies, ensuring required import documentation is in place.
Documentation, Systems and Records:
Apply the Group SCM SOPs and forms set (with document numbering) to all DIOMH and SEOF procurement activities.
Bring DIOMH/SEOF transactions onto GEP / SAP where feasible, or a controlled interim tracker, and maintain complete, traceable procurement and contract files for audit.
Reporting and Stakeholder Coordination:
Provide regular reports on procurement status, spend, supplier performance and contracts to the Procurement Coordinator, Group SCM and DIOMH/SEOF management.
Advise end-user departments on procurement procedures, specifications and lead times, and support non-procurement staff in adopting the new SCM process.
Ethics, Risk and Compliance:
Uphold the Corporate Code of Ethics, declare and manage conflicts of interest, and escalate any suspected fraud, bribery, collusion or supply of substandard or falsified medical products.
Identify supply risks that could affect continuity of patient care or Foundation programmes and agree mitigation actions with stakeholders.
Quality, Health, Safety & Environment:
Drive compliance with Occupational Health, Safety, Quality and Environmental policies, processes, procedures and applicable legal requirements across the Oilserv business.
Take responsibility for their own health & safety and that of stakeholders across the Oilserv business.
Any other duty that may be assigned.