Helium Health is a full-service Healthtech company that provides a suite of solutions for healthcare providers, payers, and patients in emerging markets — at the core of which is our SaaS based electronic medical records/hospital management information system (EMR/HMIS).
We are looking to hire an Admin and Procurement Manager who will be responsible for building processes around administration, facilities management, logistics, procurement and vendor management. This individual will work closely with all teams and a wide range of external vendors to drive a standardized approach to admin and procurement activities such as evaluating suppliers, products, and services, negotiating contracts, and ensuring that approved purchases are cost-efficient and of high quality.
Administration & Facilities Management
Plan, implement and coordinate activities related to general administrative support and facilities / assets management. Plan and coordinate administrative procedures and systems and devise ways to streamline processes
Oversee facilities services, maintenance activities and workers-, security personnel and outsourced services.
Monitor inventory of office supplies and the purchase of new requests with attention to budgetary constraints, also prepare costs and expenses to assist in budget preparation.
Manage historical reference and repository of information by developing and utilizing appropriate filing and retrieval systems.
Make arrangements for work tools (laptops, phones, internet modems and so on) for new staff, as the case may be. Arrange spaces for new employees making sure the availability of desks, chairs etc are ready for them to use on the start day.
Oversee all aspects of fleet management (fueling, repair/maintenance, log books, reporting).
Monitor all office stocks, equipment, assets and leases (including expiration dates) and work with Finance to ensure proper renewal protocols are followed.
Manage office opening and closing procedures and negotiation with all office landlords for price, and maintenance repairs.
Coordinate and liaise with concerned government ministries, embassies, and other agencies, for all administration matters.
Serve as the safety and security primary focal point and a Business Incidence Management team member. Organize and conduct safety and security training (including first aid and fire safety) as required.
Develop, and implement procurement and vendor management strategy, policies, and processes, putting systems in place to ensure compliance.
Provide procurement support including forecasting, inventory management, negotiation and implementation of supplier agreements/contracts that meet the business needs of cross-functional stakeholders.
Receive and process approved Purchase Requisitions for procurement of goods and services. Validate requisitions and issue purchase orders to vendors and service providers.
Source, select and negotiate the best purchase package in terms of quality, price, terms, deliveries, and services with suppliers. Confer with vendors to obtain product or service information, such as price, availability, and delivery schedule.
Plan and monitor purchases in a timely and cost-effective manner while maintaining appropriate quality standards and specifications.
Act as the business owner, identifying and driving realization of savings opportunities. Manage supplier relationships and performance.
Analyze industry trends and evolving technology to proactively identify supply base opportunities to reduce cost, minimize risk, protect continuity of supply, and utilize industry developments that benefit the Company.
Prepare budgets, cost analyses, and reports.
Make international and local travel arrangements for staff as needed, including hotel, tickets, visa and so on.
Manage office meeting / conference / activity logistics, making sure to update the records regularly.
Coordinate catering services for official functions within and outside the office location.
5 - 6 years progressive experience in admin & facilities management / procurement / supply chain management.
In-depth understanding of best-in-class procurement, supplier and vendor management practices. Experience developing and implementing processes.
Possess strong project management skills and have the ability to work in a fast-paced, team environment and manage multiple priorities, projects and deadlines.
Strong planning and scheduling skills. Great organizational skills.
Strong communication and negotiation skills.
Good analytical and strategic thinking skills with ability to pay attention to detail.
Basic knowledge of bookkeeping / finance.
Ability to think both strategically and tactically with strong attention to detail and bias for action.
Excellent creative thinking skills with emphasis on developing innovative solutions to solve complex problems.
First Degree in Business Administration or a related field from an accredited institution.