Job Title: Pharma Procurement lead (Wholesale/procurement/importation)

Name of Role Holder: Pharma Procurement Lead

Department: Supply Chain

Region: Rwanda

Reports to (Role Title + Name): Pharma Operations & Compliance

Number of Subordinates: 1

Job Purpose (Why does the job exist/What is there to achieve or deliver?)

The Pharma Procurement Lead role exists to oversee the sourcing and procurement of pharmaceutical products, ensuring they are   acquired cost-effectively, timely, and in compliance with local regulations. This role is crucial in maintaining a seamless supply chain,   managing vendor relationships, and driving cost-efficiency while ensuring the quality and availability of products. By strategically   selecting suppliers, negotiating favorable terms, and mitigating procurement risks, the Pharma Procurement Lead supports the   organization's goal of delivering reliable, high-quality pharmaceutical products to meet customer demands and regulatory standards.

 Key Responsibilities (Main Duties and responsibilities of the role)

Pharmaceutical Procurement & Supplier Management

• Identify, evaluate, and engage with pharmaceutical manufacturers and local suppliers for optimal sourcing.
• Negotiate contracts, pricing, and payment terms to ensure cost-effective procurement.
• Manage supplier relationships to secure a reliable supply chain and maintain quality standards.

Importation & Regulatory Compliance

• Oversee the importation process, ensuring compliance with Rwanda FDA and other regulatory bodies.
• Prepare and submit necessary documentation for import permits, product registration, and regulatory approvals.
• Ensure all procured products meet national quality and safety standards

Inventory & Supply Chain Optimization

• Work closely with warehouse and inventory teams to maintain optimal stock levels.
• Ensure timely procurement to prevent stockouts while minimizing overstocking and wastage.
• Analyze sales trends and demand forecasts to align procurement with business needs.

Cross-Functional Collaboration

• Coordinate with sales, finance, and operations teams to ensure smooth product availability and distribution.
• Provide procurement insights to support business strategy and market expansion.
• Work with warehouse teams to optimize storage and inventory tracking systems.

Performance Monitoring & Reporting

• Track procurement efficiency, supplier performance, and cost savings initiatives.
• Generate regular reports on procurement activities, cost analysis, and market trends.
• Identify areas for improvement and implement procurement best practices.

Risk Management & Quality Assurance

• Assess risks related to supplier reliability, market fluctuations, and regulatory changes.
• Ensure proper due diligence and quality checks on all pharmaceutical products before procurement.
• Implement strategies to mitigate procurement-related risks.

Technical /Professional Qualifications/ Experience (Capture the qualifications, knowledge, skills, training and experience required for the role

Qualifications:

• Bachelor’s degree in Pharmacy, Supply Chain Management, Procurement, or a related field.
• A valid Rwanda Pharmacy Council (NPC) license (if a pharmacist).
• Additional certification in Procurement, Supply Chain, or Logistics is an added advantage.

Experience:

• Minimum of 3–5 years of experience in pharmaceutical procurement, supply chain, or wholesale pharmacy operations.
• Proven experience in pharmaceutical products  procurement processes and supplier relationship management.
• Experience working in a fast-paced retail, wholesale, or distribution environment is an advantage.
• Prior experience managing procurement budgets and optimizing cost-efficiency.

Knowledge & Skills:

• In-depth understanding of pharmaceutical procurement, supplier engagement, and inventory management.
• Strong knowledge of Rwanda FDA regulations, importation procedures, and compliance requirements.
• Experience in negotiating contracts, pricing, and supplier agreements.
• Ability to analyze market trends, sales data, and procurement metrics to make data-driven decisions.
• Excellent communication, negotiation, and stakeholder management skills.

The Application Deadline is 25th February 2025

100-Days Smart Objectives

Improve Procurement Efficiency : 

• Reduce procurement lead time by 20%, ensuring that 80% of stock is received within 48 hours of order placement.
• Identify cost-saving opportunities to reduce procurement costs by at least 10%, either through bulk purchasing, better supplier terms, or optimized importation.
• Develop and implement Standard Operating Procedures (SOPs) for Pharmaceutical product procurement within the first 60 days.
• Successfully process at least one importation order within the first 100 days, ensuring compliance with Rwanda FDA import regulations.
• Achieve a 95% product availability rate for fast-moving products by aligning procurement with demand forecasting.

Behavioural Competencies (Select a maximum of 6 competencies per role)

Negotiation Skills

• Ability to secure favorable terms with suppliers and vendors while maintaining positive relationships.

Decision-Making

• Ability to make informed, effective, and timely procurement decisions in the best interest of the organization.

Attention to Detail

• Ensuring accurate order processing and careful evaluation of vendor performance and compliance with regulations.

Collaboration & Teamwork:

• Ability to work with cross-functional teams, including supply chain, sales, and finance, to ensure smooth procurement operations

Adaptability & Resilience

• Responds to changes in market trends, regulatory requirements, or company priorities while maintaining operational efficiency

Accountability& Integrity

• Maintains ethical pharmaceutical practices, ensuring compliance with laws and company policies.