The Procurement Manager is a key role overseeing the procurement department in terms of day-to-day operations and ensuring compliance with policies, procedures and regulations of the team.
Delegate tasks and supervise the work of the procurement team. Responsible for all aspects of the procurement of the pharmaceutical products inventory from approved and compliant sources to meet the customer service objectives, and supporting the maximisation of the company’s sales, profits and customer service levels. Create policies and procedures for quality, risk management and operational efficiency. Manage every aspect of the supply chain and notify senior management team of any possible issues.
Key Dimensions:
1. Responsible for Ashtons’ portfolio of suppliers. There are an average number of 260 active suppliers.
2. Responsible for the procurement of all product lines. There is an average number of 8k active lines.
3. High potential impact on sales turnover, cost savings and profitability.
Principal Accountabilities:
1. Responsibility for all aspects of the purchase order processing of pharmaceutical products (approximately 8,000 sku’s). This will include managing stock levels, and co-ordinating delivery times to ensure we hold sufficient, but not excessive stock, to fulfil all sales orders.
2. Manage the Procurement team, providing guidance and training, as required, and ensuring there is always necessary cover in place in times of staff absence.
3. Monitoring the monthly buying cycle, which includes suppliers’ monthly price offerings are reviewed, negotiating current buying prices with suppliers to reduce costs, and striving to maximise margins wherever possible.
4. Analyse stock data using Excel reports to track (and not limited to) product costs, pricing, margin, stock quantities & order levels, and late deliveries & outstanding sales orders.
5. Continuing development of a range of Procurement KPI’s to manage product spend, margin and stock holding.
6. Provide timely, relative and accurate information and reports in relation to procurement to the relevant internal or external stakeholders.
7. Driving effective management of supplier relationships, ensuring regular performance reviews are maintained.
8. Executing on the plan to ensure commercially viable decisions per the framework – sourcing reliable stock at the right price at the right volume within accepted lead times from approved suppliers, considering additional costs associated with a purchase (e.g. transport / storage costs).
9. Ensure all sourcing activity is fully compliant with Good Distribution Practice (GDP) and Medicines Health Regulatory Authority (MHRA) requirements.
10. Source new suppliers for existing and new products, where appropriate.
11. Support monthly review of the performance of the Procurement team and sharing this information with the rest of the team members. This will include KPI’s, commercial, compliance and supplier performance, and tracking against historical data.
12. Monthly review and reconciliation of Procurement credit card purchases, as well as stationary orders.
13. Constantly assess work practices to look for improvements and efficiencies and make appropriate recommendations.
14. Report all savings achieved on at least a monthly basis.
Minimum Requirements:
1. Pharmaceutical/medical supplies industry background (essential).
2. High degree of commercial awareness and negotiation skills (essential).
3. Customer focus – making internal and external customers and their needs the primary focus of one’s actions and developing and sustaining customer relationships.
4. Proven experience of delivering savings through procurement activities (essential).
5. Purchasing or Supply Chain qualification (desirable). Proven experience as a buyer or working with/within in a buying function (essential).
6. Technical knowledge (systems proficiency), a working knowledge of Sage (desirable).
7. Proven experience of management of staff and working within a team environment (essential).
8. A high degree of numeracy, accuracy and attention to detail (essential).
9. Clear communication skills are required – the ability to clearly convey information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand what actions are required.
10. Excellent organisational and administrative skills, with a high level of analytical skills.
11. Information monitoring – the ability to identify problems and to take remedial action.
12. Managing conflict – dealing efficiently with others in an antagonistic situation.
13. Exceptional leadership and team management skills.
14. Outstanding communication and interpersonal abilities.
15. Ability to thrive in a fast-paced and evolving environment.
Key Relationships:
1. Procurement team.
2. Suppliers & manufacturers.
3. Ashtons Senior Management team and Directors.
4. Ashtons Goods In warehouse team.
5. Ashtons Dispensary team.
6. Ashtons Customer Service team.
7. Ashtons Finance team.
8. Ashtons Sales & Marketing team.
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