Procurement Officer at Tokiye Integrated Medical Services

Job Summary

• The Procurement Officer is responsible for supporting the end-to-end procurement process for medical equipments, constuction consumables, services, and operational requirements for the project.
• The role ensures timely sourcing, competitive pricing, proper documentation, vendor coordination, and efficient procurement administration while maintaining compliance with company policies, quality standards, and project timelines.
• This position requires a highly organized and commercially aware professional with strong market intelligence, supplier relationship management, reporting capability, and proficiency in procurement and ERP systems.

Key Responsibilities
Procurement Planning and Sourcing:

• Source materials, equipment, and services in line with approved procurement requests and project requirements.
• Obtain and evaluate quotations from multiple vendors to ensure competitive pricing and quality.
• Support procurement planning aligned with medical/construction schedules and operational priorities.
• Assist in identifying alternative suppliers and sourcing strategies to optimize cost and delivery timelines.

 Market Research and Analysis:

• Conduct regular market surveys and price analysis for medical/construction materials, equipment, and services.
• Monitor market trends, pricing fluctuations, supplier performance, and material availability.
• Provide market intelligence reports and recommendations to management.
• Analyze procurement data to identify cost-saving opportunities and procurement efficiencies.

Supplier and Vendor Relationship Management:

• Build and maintain strong relationships with vendors, suppliers, and service providers.
• Coordinate supplier communications regarding quotations, deliveries, clarifications, and documentation.
• Support vendor performance evaluation and supplier assessment processes.
• Ensure suppliers comply with quality, delivery, and contractual requirements.

Vendor Database and Approved Supplier List Management:

• Maintain and regularly update the approved vendor and supplier database
• Ensure vendor records, contact details, certifications, and compliance documents are current
• Assist in onboarding and pre-qualification of new suppliers
• Track supplier performance and maintain accurate procurement records

Procurement Documentation and Compliance:

• Prepare and maintain procurement documentation including: Request for Quotations (RFQs), Comparative analysis sheets, Purchase Orders (POs), Vendor evaluation records, Delivery and receiving documentation.
• Ensure all procurement activities comply with company procurement policies and approval procedures.
• Maintain organized and audit-ready procurement files and records.

Coordination and Follow-Up:

• Follow up with vendors to ensure timely delivery of materials and services
• Coordinate with: Site teams, Store, Logistics and Finance departments to ensure smooth procurement operations.
• Resolve delivery issues, discrepancies, and procurement-related challenges promptly.

Reporting and Data Management:

• Prepare daily, weekly, and monthly procurement status reports.
• Track purchase requests, order status, deliveries, and outstanding procurement items.
• Maintain procurement trackers and dashboards for management reporting.
• Support spend analysis and procurement performance reporting.

Software and Systems Utilization:

• Utilize procurement and ERP systems for procurement processing, tracking, and reporting.
• Maintain accurate digital procurement records and databases.
• Demonstrate proficiency in: Microsoft Excel, ERP / Procurement software, Inventory and vendor management systems.
• Support digitalization and process improvement initiatives within procurement operations

Requirements

• Bachelor’s Degree / HND in Procurement & Supply Chain Management, Business Administration or related discipline.
• Professional certifications such as: CIPS, CIPSMN, Supply Chain certifications are an advantage.
• 3  – 7 years of relevant procurement experience in construction procurement for candidates with the required academic qualifications.
• Candidates without the stated academic qualifications must possess a minimum of 5–8 years of proven experience in medical / construction procurement.
• Strong procurement negotiation and sourcing skills.
• Good understanding of procurement processes and documentation.
• Strong market analysis and supplier evaluation capability.
• Proficiency in: Microsoft Excel, ERP systems, Procurement software and digital trackers.
• Strong reporting and data management capability.
• High level of integrity and accountability.
• Strong attention to detail and documentation discipline.
• Good communication and relationship management skills.
• Ability to work under pressure and meet deadlines.
• Strong analytical and problem-solving capability.
• Organized and process-driven mindset.