Purchase Executive

1. Job PurposeTo ensure timely procurement of raw materials, packaging materials, engineering spares, consumables, and other required items at competitive prices while maintaining quality standards and uninterrupted production.

1. 2. Roles and ResponsibilitiesPurchase Planning: Prepare purchase plans based on production requirements, inventory levels, and approved purchase requisitions.
2. Vendor Development: Identify, evaluate, negotiate with, and develop reliable suppliers.
3. Price Negotiation: Obtain quotations from multiple vendors and negotiate prices, credit terms, delivery schedules, and other commercial conditions.
4. Purchase Orders: Prepare and issue purchase orders after obtaining the necessary approvals.
5. Raw Material Procurement: Coordinate procurement of APIs, excipients, solvents, chemicals, and other pharmaceutical raw materials.
6. Packaging Material Procurement: Purchase bottles, vials, caps, labels, cartons, foils, inserts, and other packaging materials as per approved specifications.
7. Quality Compliance: Ensure materials are purchased from approved vendors and comply with company specifications and applicable pharmaceutical quality requirements.
8. Vendor Documentation: Maintain vendor qualification documents, quotations, GST details, specifications, certificates, and other relevant records.
9. Delivery Follow-up: Follow up with suppliers to ensure materials are delivered within the required timelines.
10. Inventory Coordination: Coordinate with Stores, Production, QA, QC, and Planning departments to avoid material shortages and excess inventory.
11. Cost Control: Identify cost-saving opportunities without compromising product quality or compliance.
12. Invoice Coordination: Verify purchase orders, delivery challans, invoices, and material receipt details in coordination with Accounts and Stores.
13. Payment Coordination: Coordinate with the Accounts Department regarding supplier payments, outstanding balances, and agreed credit periods.
14. Material Rejection and Claims: Coordinate replacement, credit notes, and corrective action for rejected, damaged, or non-conforming materials.
15. Import Procurement: Where applicable, coordinate import purchases, shipping documents, customs clearance, and delivery schedules.
16. MIS and Reporting: Prepare reports on pending purchase orders, supplier performance, material costs, purchase savings, and delayed deliveries.
17. Record Maintenance: Maintain accurate and updated purchase records, vendor files, quotations, and procurement trackers.
18. Policy Compliance: Follow company procurement procedures, approval limits, confidentiality requirements, and ethical purchasing practices.

• 3. Key Performance Indicators (KPIs)Timely availability of materials for production.
• Purchase cost savings and competitive pricing.
• Supplier delivery performance.
• Compliance with approved vendor and purchase procedures.
• Accuracy of purchase orders and procurement records.
• Reduction in urgent purchases and production delays due to material shortages.
• Effective coordination with Stores, Production, QA, QC, and Accounts.
• Timely resolution of supplier complaints and material discrepancies.