Job Description

Supports the procurement of dental materials, consumables, instruments, and equipment to ensure uninterrupted clinical operations. Focuses on executing purchasing transactions, monitoring stock levels, coordinating with suppliers, and maintaining accurate procurement documentation in compliance with healthcare standards and organisational policies.

Responsibilities

Procurement Execution

• Process purchase requisitions for dental supplies, materials, and equipment in accordance with approved procurement procedures.
• Obtains quotations, performs basic price comparisons, and ensures cost-effective purchasing aligned with approved vendor lists.
• Follows up with suppliers on purchase orders to ensure timely and accurate delivery of items, addressing discrepancies when required.

Supplier Coordination

• Maintains ongoing communication with approved dental suppliers to clarify product specifications, delivery dates, and order status.
• Supports price discussions and contract renewals by preparing relevant data for the Procurement Supervisor/Manager.
• Monitors vendor performance (quality, delivery accuracy, responsiveness) and escalates concerns appropriately.

Inventory Monitoring

• Tracks and updates stock levels for dental consumables and materials, identifying low stock and urgent replenishment needs.
• Coordinates with dental clinics/departments to validate consumption trends and adjust purchasing volumes when necessary.
• Assists in minimising waste, expiry, and overstocking by ensuring timely and appropriate ordering.

Documentation and Compliance

• Prepares and organises purchase orders, quotations, supplier records, and delivery documentation in line with procurement policies.
• Ensures all purchased items comply with healthcare quality, safety, and regulatory requirements.
• Supports audits by ensuring procurement files are complete, accurate, and properly archived.

Budget and Reporting Support

• Assists in monitoring purchasing expenses related to dental operations and ensures alignment with approved budgets.
• Generates periodic procurement reports (e.g., cost summaries, vendor comparisons, consumption updates) as requested.
• Flag unusual price increases, abnormal consumption patterns, or supply risks for supervisory review.

Qualifications

• Bachelor’s Degree in Supply Chain, Business Administration, Healthcare Administration, or related field.

PROFESSIONAL EXPERIENCE:

• Minimum of three (3) years of experience in purchasing, supply chain, or procurement in healthcareor dental.
• Knowledge of dental consumables, instruments, materials, and equipment categories.
• Knowledge of procurement workflows, terminology, and best practices.
• Knowledge of basic healthcare regulatory and quality standards related to purchased items.
• Skills in coordinating with suppliers and preparing price comparisons.
• Skills in inventory tracking, PO processing, and procurement documentation.
• Skills in ERP procurement modules (e.g., Oracle, SAP, or similar) and Microsoft Excel (data entry, tracking sheets).
• Ability to handle multiple purchasing requests with accuracy and timeliness.
• Ability to communicate effectively with clinical teams, suppliers, and procurement supervisors.
• Ability to follow standard procurement procedures and maintain complete documentation.