Purchase Manager

JOB DESCRIPTION

1. Purchase & Procurement Responsibilities

• Handle complete procurement for medicines, consumables, instruments, lenses, and equipment across departments.
• Raise accurate purchase orders, track deliveries, and coordinate with suppliers for pending items, returns, and replacements.
• Obtain product samples and feedback from OT staff for evaluation.
• Follow up with vendors for customized lens orders and ensure quality control and replacement.
• Maintain supplier communications for credit notes, rate negotiations, and quotations.
• Compare quotations, finalize vendor selection in consultation with seniors, and prepare AMC/CMC documentation.
• Ensure accurate documentation in software  and prepare Excel sheets for returns, replacement items, and vendor communications.
• Submit necessary documents (bills, POs, AMCs, quotations) to the concerned authorities for processing.

2. Vendor & Stakeholder Coordination

• Coordinate with:
• Medical representatives and suppliers for pricing, schemes, and product availability.
• Medical director  for product evaluations and feedback.
• Pharmacy incharge  for monitoring shortages and essential stock.
• Purchase HOD at ARH for identifying new suppliers.
• Follow up with accounts department for urgent payments and ensure documentation is in order.
• Manage finalized quotations and vendor communications as guided by management.

3. Inventory & Store Management

• Oversee complete inventory control at ARN main and OT stores.
• Monitor inward stock entry in Practo with PO, GRN, and invoice matching.
• Conduct monthly physical stock audits, identify mismatches, and resolve discrepancies promptly.
• Ensure timely return of near-expiry and non-moving stock to suppliers.
• Maintain clean, organized storage with proper system for inward/outward registers and item placements.
• Supervise store assistants, verify indents, stock transfers, and maintain system accuracy.
• Track and report expired or near-expiry items and submit scrap to designated supervisors.
• Submit monthly closing stock and consumption reports to management.
• Maintain item master list in the system and ensure accurate labeling of all instruments and kits.

4. Reporting & Documentation

• Maintain and submit daily work log reports to Admin Officer .
• Create and update:
• Excel-based surgery package costing sheets (pre-op, post-op, lens, consumables with GST).
• Price lists, MR-provided schemes, and product samples.
• Cost and quantity-based usage reports for high-volume items.
• Manage documentation for medicine culture reports and coordinate approvals from clinical heads.
• Ensure all procurement-related documents (POs, invoices, AMCs) are scanned and linked with GRNs for audit readiness.