PURCHASE EXECUTIVE

The Purchase Executive will be responsible for managing the day-to-day procurement activities of the hospital, ensuring the timely and cost-effective availability of medicines, surgical items, consumables, stationery, housekeeping materials, medical equipment, and other goods required for smooth hospital operations.

Key Responsibilities

A. Purchase & Procurement

• Receive and review purchase requisitions from different hospital departments.
• Obtain quotations from approved and reliable vendors.
• Compare quotations based on price, quality, specifications, warranty, delivery period, and payment terms.
• Prepare Purchase Orders after obtaining the required approval.
• Ensure timely procurement of medicines, surgical consumables, medical supplies, housekeeping materials, stationery, electrical items, pantry supplies, and other hospital requirements.
• Follow the hospital's approved procurement process and authorization system.
• Coordinate with suppliers regarding availability, dispatch, delivery, replacement, and pending orders.
• Negotiate prices and commercial terms within authorized limits.

B. Vendor Management

• Identify and maintain a database of approved vendors.
• Develop professional relationships with suppliers while maintaining transparency and ethical procurement practices.
• Obtain and verify vendor documents such as GST details, PAN, quotations, bank details, licenses, and other applicable documents.
• Monitor vendor performance regarding quality, pricing, delivery, and service.
• Report repeated quality or delivery issues to management.

C. Inventory & Stock Coordination

• Coordinate closely with the Stores Department to monitor stock levels.
• Review minimum and maximum stock requirements for regularly used items.
• Assist in preventing stock-outs, overstocking, and unnecessary purchases.
• Follow up on pending purchase orders and backorders.
• Verify that received materials correspond with the approved Purchase Order and required specifications.
• Coordinate with stores for proper documentation of received goods.

D. Documentation & Records

• Maintain Purchase Orders, quotations, comparative statements, invoices, delivery records, and other purchase documents.
• Maintain proper purchase registers and vendor records.
• Ensure that all procurement documents are properly approved and filed.
• Submit purchase-related documents to Accounts for payment processing after verification.
• Maintain records for audit and internal review.

E. Cost Control

• Obtain competitive quotations wherever applicable.
• Monitor purchase prices and identify opportunities for cost savings.
• Avoid unnecessary or duplicate purchases.
• Ensure procurement within the approved budget and authorization limits.
• Maintain transparency in all purchasing transactions.

F. Quality & Hospital Compliance

• Ensure that procured materials meet hospital-approved specifications and quality requirements.
• For medical and pharmaceutical items, ensure procurement from appropriately authorized/licensed suppliers as applicable.
• Coordinate with concerned departments for technical specifications before purchasing specialized items.
• Support hospital quality-management and audit requirements by maintaining complete procurement records.
• Maintain confidentiality of vendor rates, hospital purchase information, and internal business data.

G. Departmental Coordination

• Coordinate with Pharmacy, Nursing, OT, Laboratory, Radiology, Housekeeping, Administration, Biomedical/Engineering, Accounts, and Stores for procurement requirements.
• Clarify specifications and urgency of departmental requirements.
• Ensure emergency requirements are communicated promptly to management and suppliers.

Qualifications

Minimum Qualification:

• Graduate in any discipline.
• Degree/Diploma in Purchase Management, Supply Chain Management, Business Administration, or related field will be an advantage.

Preferred:

• Working knowledge of hospital procurement processes.
• Knowledge of medical consumables, surgical items, pharmacy-related supplies, and general hospital materials.

Experience

• Preferred: 1–3 years of experience in purchase/procurement.
• Experience in a hospital, nursing home, clinic, diagnostic centre, or healthcare organization will be preferred.
• Candidates with relevant procurement experience in other sectors may also be considered.

Pay: ₹15,000.00 - ₹20,000.00 per month

Work Location: In person