Purchase Executive

The Purchasing Executive is responsible for end-to-end procurement operations, vendor management, contract negotiation, inventory coordination, and ensuring compliance with organizational standards (NABH/ISO). This role ensures timely availability of quality materials at optimal cost while maintaining strong relationships with vendors, stores, pharmacy, accounts, and the central procurement team.

Key Responsibilities:

Vendor Management & Negotiation

• Research, evaluate, and compare vendors based on pricing, product quality, service efficiency, and delivery timelines.
  
• Identify, assess, and finalize prospective vendors through critical evaluation and negotiation.
  
• Negotiate contracts, rate agreements, timelines, and pricing while ensuring adherence to centrally approved rate contracts.
  
• Monitor vendor performance and conduct meetings on delayed supplies, quality issues, or deviations.
  
• Ensure creation and maintenance of an updated vendor database, purchase records, contracts, and documentation.
  
• Coordinate vendor returns and handle debit/credit notes when required.
  

Procurement Operations

• Review comparative statements prepared by purchase executives and conduct first-level negotiations for non-focused items.
  
• Ensure timely preparation and release of purchase orders to authorized vendors, accounting for public holidays and lead times.
  
• Ensure all procured materials meet required specifications, quality standards, and compliance norms.
  
• Work continuously to improve purchasing systems, procurement processes, and internal workflows.
  
• Support Central Pharmacy and General Stores for smooth functioning of procurement and vendor returns.
  

Inventory & Supply Coordination

• Coordinate with inventory control, stores, and pharmacies to determine and manage inventory requirements.
  
• Assist stores and pharmacy departments in inventory forecasting and stock planning.
  
• Communicate delivery lead times to stores and relevant departments for transparency and planning.
  
• Monitor scheduled deliveries and ensure timely fulfillment of orders.
  

Compliance, Reporting & Documentation

• Ensure adherence to all procurement processes as required by NABH, ISO, and other certification bodies.
  
• Prepare and submit MIS reports, procurement dashboards, and exception reports as required.
  
• Report deviations in the purchase process with justification to the Unit Head / Corporate Procurement Team.
  

Team Leadership

• Train and guide team members on purchasing procedures, procurement systems, and continuous improvement initiatives.
  
• Ensure clear allocation and supervision of responsibilities for purchase executives.
  
• Provide onboarding and training to new team members on purchasing processes.