Procurement/Administrative Supervisor - Gujarati/Hindu Speaking

Job Title: Procurement/Administrative Supervisor - Gujarati/Hindu Speaking                
Reports To: The Head of Finance
Department: Operations    
Location:Head office
Note: Fluency in Gujarati or Hindi is a required skill for this role due to the nature of supplier communications and stakeholder engagement.

Job Purpose:
The role is responsible for planning, streamlining, and executing all procurement and administrative duties. It includes, managing imports, general procurement, inventory controls, repairs and maintenance of services and equipment. The position coordinates with various government and regulatory agencies for compliance and renewals licenses, permits and other statutory documents. 

Key Responsibilities
A) Pre-Import Roles (Short Form)
•    Analyze product reorder needs and prepare purchase orders for approval.
•    Share approved POs with suppliers and process payment requests based on terms.
•    Obtain proforma invoices, packing lists, weights, and dimensions.
•    Process IDF, PPB, ACA, and KENTRADE permits using correct HS Codes.
•    Send approved IDF to suppliers and follow up for COC certificates.
•    Coordinate import documents including Bill of Lading or Airwaybill.
•    Ensure proper marine/air insurance coverage.
B) General Import Roles
•    Monitor market trends and adjust procurement strategies accordingly.
•    Negotiate and manage supplier contracts to ensure quality and value.
•    Ensure timely delivery of goods and evaluate supplier performance.
C) Post-Import Roles
•    Prepare complete document sets for sea/air freight clearance.
•    Coordinate with clearing agents and update internal teams on shipment arrivals.
•    Maintain and update all physical import files.
D) Procurement & Inventory Control
•    Develop inventory control procedures and maintain procurement documentation.
•    Procure office supplies efficiently and manage budgets.
•    Work closely with marketing, sales, and finance on forecasting and vendor payments.
E) Spare Parts Importation & Inventory
•    Oversee procurement and importation of biomedical spare parts and equipment.
•    Maintain accurate spare parts inventory and ensure stock availability.
•    Coordinate timely supplier deliveries and customs clearance.
F) Financial Oversight & Reporting
•    Prepare annual procurement budgets and ensure cost control.
•    Coordinate invoicing, reconciliation, and payment tracking with finance.
•    Provide cost analysis, identify savings opportunities, and generate procurement reports.
•    Implement risk-mitigation strategies for delays, currency issues, or supply disruptions.
G) Insurance, Security & Permit Renewals
•    Coordinate insurance payments for vehicles, facilities, stock, and equipment.
•    Oversee physical security of premises.
•    Ensure timely renewal of statutory licenses (business permit, fire license, signage, branding, etc.).
H) NTSA, Immigration, Police & County Coordination
•    Schedule and manage vehicle inspections and transfers.
•    Coordinate renewal of driving licenses, passports, and work permits.
I) General Administration & Operations
•    Supervise service providers and manage repairs and maintenance of office facilities.
J) Regulatory Compliance & Quality Control
•    Ensure all imports meet industry, safety, and regulatory standards.
•    Enforce procurement policies and ethical sourcing practices.
•    Ensure products meet required certifications (e.g., CE, FDA).

Qualifications and Skills:
Educational Requirements:
●    Bachelor’s degree in Business Administration, Supply Chain Management, Logistics,or a related field. A professional certification in procurement or supply chain
management is a plus (e.g., CIPS, CPP).

Experience:
●    Minimum of 3-5 years of experience in procurement, administration, or logistics management, preferably in healthcare, medical equipment, or related industries.
●    Experience in managing relationships with both local and international suppliers.
●    Knowledge of procurement software and inventory management systems.
●    Knowledge of industry regulations and standards for orthopedic and physiotherapy equipment is advantageous.
●    The candidate must be able to read, write, and speak Gujarati, Hindi, Swahili, and English fluently.