Pharmacy Procurement Officer

Role Overview

Pharmacy Procurement Officer at American Hospital Dubai. The role oversees the overall professional and administrative direction of procurement services for the pharmacy department.

Role Purpose

To manage pharmacy procurement operations, ensuring accurate order processing, effective inventory control, vendor management, and compliance with professional ethics and accreditation standards while supporting the Director of Pharmacy and hospital staff.

Key Responsibilities

Order Processing & Verification

• Review and check all approved orders and requisitions for accuracy, specification, and need.
• Verify all packing slips against purchase orders and forward to accounts payable.
• Oversee accurate and timely order picking, packing, and dispatch.

Inventory Management & Stock Control

• Ensure effective stock control and verify inventory computations.
• Determine discrepancies or abnormal consumption patterns.
• Monitor inventory levels, mini-max thresholds, stock-outs, and critical level products.
• Identify and analyze the root cause of product supply issues.
• Plan corrective and preventive measures to ensure product availability or source alternate products as appropriate.
• Take necessary preventive and corrective measures for inventory discrepancies.

Financial & Price Management

• Interface with accounts payable in instances where price discrepancies exist between the purchase order and invoice.
• Report all major or consistent price discrepancies to the Director of Pharmacy.

Reporting & Data Management

• Review all month-end data to ensure accuracy and forward to the Pharmacy Director for review.
• Maintain appropriate records and documentation of activities.
• Prepare and submit reports to the Director of Pharmacy per routine schedules and as needed.

Vendor & Stakeholder Management

• Coordinate all product returns with various vendors and the medication handler.
• Expedite and follow up on shipment deliveries.
• Maintain effective and timely communication with departmental and other hospital staff.
• Work closely with and support pharmacy needs.
• Interface with the Director of Pharmacy regarding procurement to establish specifications and needs.
• Communicate with the Director of Pharmacy about pharmacy and other departmental requisitions and orders in progress.

Procurement Strategy & Analysis

• Assist the Director of Pharmacy with market trend studies and cost analysis.
• Assist the Director of Pharmacy with solicitation of bids, review of pertinent data, and negotiations.

Compliance & Professional Conduct

• Maintain confidentiality and objectivity per the ethics of the profession.
• Ensure good storage and distribution practices across all operating units.
• Perform all duties in a professional, effective, and confidential manner.

General

• Perform all other duties required or assigned.

Qualifications & Experience

• Bachelor's Degree in Business Management or related field.
• Minimum of three years of experience in a healthcare setting or pharmacy procurement.
• Knowledge of all aspects of drug-use control functions including purchasing, inventory control, drug storage, drug distribution, drug information, and good storage practices.
• Knowledge of Joint Commission International Accreditation (JCIA) standards.
• Certification in Supply Chain Management preferred.

Skills & Competencies

• Ability to speak and write in English fluently.