Pharma Procurement Assistant – Hospital Group – Roodepoort Full Time

About the Job:

The Pharma Procurement Assistant provides operational and administrative support to the Pharma Procurement department, reporting directly to the Head of Procurement – (Pharmaceutical and Surgical), ensuring high levels of data accuracy, documentation control, compliance support, and process coordination.

The role supports new surgical product and code requests, contract directory administration, supplier master data maintenance, BBBEE certification vetting and updates, SAP reporting, policy updates, and product complaint coordination

Requirements:

Minimum Required Education & Experience

• Minimum 3–5 years’ experience in procurement administration, supply chain support, or hospital operational support within a surgical environment
• Demonstrated experience working with structured procurement data, contracts, and supplier compliance documentation
• Diploma or Certificate in Supply Chain Management, Procurement, Logistics, or related medical field
• Working knowledge of SAP or similar ERP systems
• Strong working knowledge of Microsoft Excel
• Exposure to BBBEE compliance processes and certification management advantageous

Inherent Requirements

• Ability to work in a regulated, compliance-driven hospital environment
• Strong follow-up discipline and process adherence
• Ability to operate independently while supporting senior procurement leadership
• High level of integrity and discretion in handling procurement and supplier information

Duties & Responsibilities:

Pharma Procurement Administration & Governance Support

• Provide structured administrative support to the pharma procurement function, including document control, data entry, filing, and maintenance of audit-ready records
• Support the review, updating, version control, and distribution of surgical procurement policies and procedures
• Maintain accurate stakeholder contact lists (hospital managers, theatre teams, clinical engineers, and suppliers) to support operational communication

New Surgical Product & Code Request Management

• Manage intake, validation, tracking, and coordination of new surgical product by suppliers and code requests submitted by hospitals
• Ensure submissions are complete, accurate, and aligned to procurement governance requirements prior to routing for approval
• Valid submissions, cross check against current database and formulary listing
• Track request progress and provide structured feedback to hospital stakeholders on status and outcome

Surgical Contract Directory & Supplier Data Management

• Maintain and update the surgical procurement contract directory, including supplier details, contract terms, pricing references, expiry dates, and renewal timelines
• Monitor contract expiry dates and flag upcoming renewals or review requirements to the Surgical Procurement Specialist
• Maintain accurate supplier and product master data to ensure consistency and integrity across systems

BBBEE Certification Vetting & Compliance

• Vet, verify, and maintain up-to-date BBBEE certificates and supporting documentation for all surgical suppliers
• Track certificate validity periods and ensure timely renewal requests are obtained from suppliers
• Maintain accurate BBBEE compliance records to support reporting, audit readiness, and supplier governance requirements
• Escalate non-compliant or expired certifications to the Surgical Procurement Specialist for action

Data Integrity, Reconciliation & Reporting

• Apply strong data discipline to ensure accuracy across surgical procurement datasets, including contracts, pricing, supplier, and product information
• Perform reconciliation of procurement data to identify discrepancies, missing information, or variances for correction and escalation
• Generate formulary support documentation/ product brochures post award working the pharma procurement team

Product Complaint Coordination

• Receive, log, and track surgical product complaints from hospitals and theatre teams
• Coordinate escalation to suppliers and internal stakeholders and follow through to resolution
• Maintain structured complaint records for governance, audit, and supplier performance monitoring

Supplier & Stakeholder Support

• Communicate with surgical suppliers regarding documentation submissions, pricing updates, product information, and complaint follow-ups
• Respond to procurement queries from hospital and clinical stakeholders, escalating commercial or contractual matters to the Specialist /Head of Pharma Procurement based on the query type
• Maintain professional, structured, and ethical engagement with all stakeholders

Policy & Compliance Support

• Support updates to procurement policies, procedures, and controlled documentation
• Ensure procurement records, supplier files, BBBEE documentation, and contract directories are complete, accurate, and audit ready
• Assist in internal and external audit preparation related to surgical procurement

Should you meet the above requirements, we urge you to apply by forwarding your CV along with any supporting documents to tracy@glass-house.co.za