Purchase Manager

The Purchase Manager will be responsible for managing the hospital's complete procurement process, ensuring timely availability of medicines, medical supplies, consumables, equipment, stationery, housekeeping materials, and other required items at competitive prices while maintaining quality and compliance with hospital policies.

• Key Responsibilities1. Procurement & PurchasePlan and execute purchases based on departmental requirements.
• Collect and verify purchase requisitions from all departments.
• Obtain quotations from approved vendors and negotiate the best prices and terms.
• Prepare and process Purchase Orders (POs) after obtaining the required approvals.
• Ensure timely procurement and availability of essential materials.
• Maintain proper records of all purchases, quotations, POs, invoices, and delivery documents.
• 2. Vendor ManagementIdentify, evaluate, and develop reliable suppliers and vendors.
• Maintain an updated approved vendor list.
• Negotiate prices, payment terms, credit periods, discounts, and delivery schedules.
• Monitor vendor performance, quality, pricing, and delivery timelines.
• Handle vendor complaints and resolve supply-related issues.
• 3. Inventory CoordinationCoordinate with stores and respective departments to monitor stock levels.
• Ensure minimum and maximum stock levels are maintained.
• Avoid overstocking, shortages, and unnecessary purchases.
• Monitor expiry dates and slow-moving/non-moving inventory, especially for medical and pharmacy-related items.
• Coordinate urgent purchases when critical stock reaches the minimum level.
• 4. Cost ControlCompare quotations and ensure cost-effective purchasing.
• Identify opportunities for cost reduction without compromising quality.
• Monitor purchase prices and maintain proper purchase comparison records.
• Ensure purchases are made only after obtaining the required approvals.
• 5. Documentation & ComplianceEnsure all purchases are supported by proper documentation.
• Maintain Purchase Orders, quotations, comparative statements, invoices, GRNs and other procurement records.
• Follow the hospital's purchase and approval procedures.
• Ensure purchases comply with applicable hospital, statutory, quality, and NABH requirements.
• Coordinate with Accounts for invoice verification and payment processing.
• 6. Department CoordinationCoordinate with Pharmacy, Nursing, Laboratory, Housekeeping, Administration, Maintenance, IT, and other departments regarding their procurement requirements.
• Follow up with vendors for pending orders and delayed deliveries.
• Coordinate with Stores for receipt and verification of purchased materials.
• Escalate critical shortages or procurement issues to management immediately.
• 7. ReportingPrepare regular purchase reports for management.
• Maintain records of monthly purchase value, vendor-wise purchases, pending POs, savings, and outstanding deliveries.
• Provide management with procurement analysis and recommendations.
• Monitor and report purchase-related discrepancies.
• Required QualificationsBachelor's degree in Commerce, Business Administration, Supply Chain Management, Hospital Administration, or a related field.
• Minimum 3–5 years of experience in purchase/procurement, preferably in a hospital or healthcare organization.
• Knowledge of medical supplies, consumables, pharmacy items, and general hospital materials is preferred.
• Good knowledge of MS Excel and purchase/inventory software.
• Required SkillsStrong negotiation and vendor management skills.
• Good communication and interpersonal skills.
• Strong analytical and decision-making abilities.
• Knowledge of inventory and procurement management.
• Good numerical and documentation skills.
• Ability to work under pressure and meet deadlines.
• Strong follow-up and coordination skills.
• High level of integrity and accountability.
• Key Performance Indicators (KPIs)Timely availability of required materials.
• Purchase cost savings and effective negotiations.
• Vendor performance and delivery efficiency.
• Reduction in stock-outs and emergency purchases.
• Proper maintenance of purchase documentation.
• Compliance with approval and procurement procedures.
• Reduction of excess and non-moving inventory.
• Accuracy of purchase records and reports.
• Authority & AccountabilityThe Purchase Manager shall be accountable for all procurement activities assigned by management.
• No purchase shall be made without the required departmental requisition and approval.
• Any deviation from the approved procurement process must be reported to and approved by the authorized management personnel.
• The Purchase Manager shall maintain confidentiality regarding vendor pricing, hospital purchases, and commercial information.

Working RelationshipInternal: CAO, Executive Director, HR, Accounts, Pharmacy, Stores, Nursing, Laboratory, Administration, Maintenance and all HODs.

External: Vendors, suppliers, distributors, service providers and authorized representatives.