Senior Purchase Executive

JD Purchase Executive

Job Title:

Key Responsibilities

A. Purchase Operations

• Receive and review Purchase Requisitions (PRs) from labs, collection centres and warehouses; validate quantities, approvals and item codes.
• Convert approved PRs to Purchase Orders (POs) in line with DOA, rate contracts and standard terms.
• Obtain multiple quotations where required, prepare rate comparison sheets and support negotiation & vendor selection.
• Place POs on time to maintain agreed minimum stock levels and avoid stock-outs.

B. Vendor & Rate Management

• Maintain and update vendor master, rate contracts, MOUs and service agreements for key suppliers (reagents, kits, consumables, logistics, maintenance, etc.).
• Track price changes and ensure all purchases adhere to negotiated/contracted rates.
• Co-ordinate with vendors for delivery schedules, back orders, replacements and emergency requirements.
• Support vendor performance evaluations (price, quality, TAT, documentation).

C. Coordination with Stores, Labs & Finance

• Liaise with stores / warehouse for GRN posting, quantity confirmation and damage/shortage reporting.
• Ensure that all necessary documents (PO, Delivery Challan, GRN, COA, invoices) are aligned for timely invoice booking by Accounts.
• Resolve quantity/price discrepancies with vendors and initiate debit notes / credit notes as required.
• Work closely with lab operations to forecast consumption based on volumes, new test introductions and seasonal patterns.

D. Inventory & Cost Control

• Monitor inventory levels against minmax norms, reorder points and ABC categorisation.
• Support initiatives to reduce expiries, non-moving and slow-moving stock (returns, substitutions, redistribution between centres, etc.).
• Capture and report purchase savings vs. previous period / budget.
• Participate in cost-reduction projects (alternate vendors, standardisation of items, consolidation of orders).

E. Compliance & Documentation

• Ensure procurement documentation meets NABL / regulatory requirements (COA, MSDS, batch traceability, temperature-sensitive items, etc.).
• Maintain accurate and up-to-date records of POs, contracts, delivery schedules and related correspondence.
• Adhere to ethical procurement practices and companys anti-bribery / conflict-of-interest policies.

F. MIS & Reporting

• Prepare periodic reports:
• Purchase vs. budget / consumption
• Vendor-wise and item-wise purchases
• Savings achieved vs. rate contracts
• Near-expiry and non-moving items (with action plans)
• Provide data support for management reviews and audits.

Qualifications & Experience

• Graduate (B.Com / B.Sc / BBA); MBA / Diploma in Materials Management preferred but not mandatory.
• 25 years of experience in Purchase / Procurement. Exposure to diagnostics / hospital / pharma industry preferred.
• Good understanding of lab reagents, consumables and equipment will be an added plus.
• Working knowledge of ERP / inventory management systems
• Strong Excel skills.

Key Skills & Competencies

• Strong negotiation and vendor-management skills.
• Planning and prioritisation; ability to handle multiple PRs / vendors simultaneously.
• Numerical accuracy and attention to detail.
• Good communication and coordination skills (with labs, stores, vendors, finance).
• High sense of ownership and urgency.