A. JOB PURPOSE
To manage, coordinate and oversee the functions of the Contract Management team in conducting post award management of contracts between suppliers (of pharmaceutical and related services) and the Department of Health as well as providing support in demand planning and forecasting activities.
B. CONTRACT TERM
Fixed term contract for 12 months.
C. MAIN OBJECTIVES (100%)
||OBJECTIVES AND ACTIVITIES
MANAGE SUPPLY OF PHARMACEUTICAL PRODUCTS (30%)
- Manage trend analysis within the National Surveillance Centre to identify signals for intervention and evaluate information about pharmaceutical product availability.
- Manage and investigate signals and determine root-cause for supply challenges including but not limited to:
- Forecasting challenges
- Demand planning challenges
- Payment challenges
- Supply-side production challenges
- Regulatory challenges
- Manage and monitor availability of pharmaceutical products at a national, provincial and supplier level, on a routine basis.
- Plan appropriate interventions and remedies.
- Ensure that the national demand plan is communicated to suppliers.
- Manage the review of suppliers' production plans and intervene with corrective or preventative action as needed.
- Manage the monitoring and escalation of supply-side factors likely to impact on the reliability of supply, on a routine basis.
- Oversee collaborative demand planning with suppliers and the contract management team
- Manage proactive mitigation strategies (including emergency procurement) as needed, in collaboration with the Contract Management team, and other units.
MANAGE SUPPLIER PERFORMANCE AND COMPLIANCE (30%)
- Manage the monitoring and evaluation of supplier and demander compliance and performance in light of contract/service level agreements.
- Manage the investigation of signals and determine root cause.
- Coordinate the planning of appropriate remedies.
- Manage the case management of challenges and initiate remedial action where a supplier is in breach of contract.
- Use monitoring tools to measure and report on supplier performance relative to the terms and conditions of the contract/service level agreement.
- Ensure availability of performance reports for performance-based contracting.
- Manage and execute planned remedies including but not limited to:
- Issuing of non-compliance notices in terms of the general conditions of contract.
- Quotation processes from alternative suppliers.
- Emergency off-contract procurement processes, including Section 21 procurement.
- Engagement with Demand Planning Lead regarding payment, pricing or demand side challenges
- Reduce information failures between suppliers and demanders.
MANAGE SUPPLIER RELATIONSHIPS (15%)
- Coordinate quarterly supplier meetings in accordance with the planned schedule.
- Manage communication with assigned stakeholders.
- Ensure ongoing, open, transparent and auditable communication with suppliers for all case management.
- Ensure current supplier contact information for all functional areas are available.
FINANCIAL AND HUMAN RESOURCE MANAGEMENT (20%)
- Manage and monitor expenditure of the Contract Management Unit against budget allocations.
- Manage the performance of the Contract Management unit.
- Build capacity, mentor and ensure skills transfer to Contract Managers.
- Coordinate operational activities and meetings with Contract Managers.
- Manage HR related activities related to Contract Management Unit, including performance evaluations, leave, or any HR related activities.
- Identify and implement initiatives to improve and optimise the operations for the Contract Management unit.
MANAGE RISK AND AUDIT QUERIES (5%)
- Minimise risks in issues pertaining to work area.
- Handle risk assessment and audit queries.
- Coordinate Audit queries.
- Ensure relevant standards and governance requirements are met.
- Manage compliance with applicable operational plans, work plans and reporting requirements.
- Ensure record-keeping of documentation relating to contract management is auditable and compliant with appropriate standards.
- Maintain knowledge management plan and risk management plan, including contingency measures.
D. INHERENT REQUIREMENT OF THE
- Rudimentary knowledge of a medicine production cycle
- Quantitative skills including demand planning and predictive analysis
- Project planning practices and protocols
- Monitoring & evaluation practices and protocols
- Familiar with the content of the National Treasury General Conditions of Contract, contractual and legislative contexts, including knowledge of good governance.
- Familiar with relevant legislation including the Public Finance Management Act, 1999 (Act No. 1 of 1999) as amended, the Medicines and Related Substances Act 1965, (Act 101 of 1965), as amended, and the Pharmacy Act, 1974 (Act 53 of 1974), as amended.
- Problem solving skills
- Good inter-personal skills including customer orientation, assertiveness and negotiation skills
- Communication skills (written & verbal)
- Planning, organisational and administrative skills
- Computer literacy, including full Microsoft Office Suite (Excel, Word, PowerPoint etc.)
- Ability to work independently and function as part of a broader team
- Possession of a patient-centred, proactive approach to problem-solving
- A minimum qualification of a three-year Bachelors or Post Graduate degree in Supply Chain Management or relevant field.
- An additional management qualification would be an added advantage.
- A minimum of 3-5 years’ experience in pharmaceutical manufacturing, wholesaling or distribution, and/or procurement or contract management and/or experience as community or institutional pharmacist.
To apply, submit a CV to The Director: Finance & Operations, email: firstname.lastname@example.org with e-mail Subject line “Application for Senior Contract Manager position”
Only successfully shortlisted applicants will be contacted. Should you not hear from us in 2 weeks, consider your application unsuccessful.