Procurement and Logistics Specialist

Responsibilities:

Procurement:

• Manage the overall procurement process for goods, services, and equipment including the identification of potential vendors, preparing and issuing requests for quotations, conducting an evaluation of quotations, establishing evaluation committees, documenting the evaluation process, preparing price analysis, conducting due diligence (reference checks and site visits), seeking approval for the award of a procurement, preparing and issuing the purchase order, ensuring goods/services are received, ensuring VAT tax exemption is utilized, coordinating customs clearance as required and ensuring all steps of the procurement process is documented and filed 
• Lead efforts to competitively procure all goods and services necessary, in a timely manner.  
• Successfully set up the Enterprise Resource Planning (ERP) system to enhance effective operational efficiency. 
• Successfully develop a reliable and strong vendor database for all categories of goods and services; develop and maintain supplier relationships. 
• Negotiating and drafting and managing and maintaining contract terms and conditions with vendors. 
• Achieve operational cost reduction through contract and agreement reviews, price and market reviews, specification reviews, in-sourcing, outsourcing, and strategic benchmarking. 
• Ensure reliability of supply, cost-effectiveness, and quality assurance. 
• Analyzing and evaluating supplier performance and resolving issues and concerns. 
• Liaise with the accounts payable team to ensure accurate and timely payment of invoices. 
• Ensuring compliance with all related laws and regulations. 
• Managing daily, monthly, and quarterly reports. 
• Provide procurement guidance and assistance to activity trainings, events and meetings that will require the rental of venues or hotels, catering services, transportation services and procurement of stationery and supplies. 
• Manage the assets tracking and inventory system and ensure it is updated quarterly/annually. 
• Maintain a purchase order database whereby each purchase order is tracked and monitored to ensure that the goods and services purchased were delivered on time and meet the specifications. 
• Perform any other duties assigned. 

Logistics: 

• Manage logistics operations and inventory system.  
• Facilitate import/export and logistics matters, e.g., customs clearance of Investigational Products (IPs). 
• Work with the Finance and Administration team on the receiving of goods and inspection process. 
• Manage relationships with courier services employed to coordinate the transport of goods to final destinations. 
• Implement material shipment controls and inventory control. 
• Ensure timely response to inquiries regarding shipment or inventory status. 
• Ensure the most economical methods of transport are used for importation. 

Quality documents (QDs):

• Own and support the development of QDs for the procurement and logistics function. 
• Support gap analyses of processes. 
• Support process improvement and QD optimization activities. 

Clinical trial support & optimization:

• Assist with identifying non-conformances with procurement and logistics of IPs and provide suitable recommendations.  
• Assist in conducting vendor audits and work with vendors and production support personnel in eliminating problems via root cause analysis techniques, to ensure that product quality continuously improves. 

Audits/quality control:

• Serve as a point of contact for logistics-related questions during audits. 

Requirements:

• An experience of at least 5 years.
• Bachelor's degree in Business Administration, Accounting, Social Sciences, or another related field required. An advanced degree is an added advantage.
• Must have a thorough knowledge of clinical research concepts, practices, FDA regulations, country-local regulations, NAFDAC regulations, EU regulations, and ICH
• Guidelines regarding drug development phases, clinical trials, clinical study design, and data management methods.  
• Proactive problem-solving abilities and follow-through  
• Ability to work in a very dynamic environment of scientifically driven biotech, with limited resources and ability to plan and execute simultaneously, as well as the ability to evaluate and resolve complex problems.  
• Extensive experience organizing, executing, and documenting a large volume of competitive procurement actions for both goods and services. 
• No prior legal convictions for fraud or theft and no prior terminations for same from a prior employer 
• Demonstrated honesty, trustworthiness, initiative, and self-motivation in handling all assigned tasks. 
• Excellent communication, interpersonal, negotiation, and diplomatic skills. 
• Willingness to work with multiple supervisors in a matrix environment and to value the importance of teamwork. 
• Ability to work professionally with highly confidential information. 
• Ability to lead and manage multiple responsibilities. 
• Ability to work under pressure and meet challenging deadlines. 
• Strong organizational skills. 
• Self-motivated and proactive with a high level of integrity. 
• Experience working with computers, especially MS Word and MS Excel. 
• Ability to do physically demanding work including lifting and climbing.   
• Be willing to travel when necessary.