Purchase Head

Key Responsibilities

1. Procurement & Purchase Management

• Develop and implement procurement strategies aligned with organizational requirements and budgets.
• Lead the complete purchase cycle from requirement assessment, RFQ/RFP, vendor evaluation, negotiation, purchase orders, delivery and payment coordination.
• Ensure timely procurement of materials, equipment, medical consumables, stationery, laboratory supplies, housekeeping items, engineering materials and other operational requirements.
• Establish and maintain standardized purchase policies, procedures and approval processes.
• Ensure optimum quality, cost, quantity and delivery timelines.

2. Hospital Procurement

• Manage procurement of hospital-related equipment, medical and surgical consumables, laboratory supplies, diagnostic items, PPE, housekeeping and engineering materials.
• Coordinate with medical, nursing, laboratory, pharmacy, biomedical and administration teams for procurement requirements.
• Ensure appropriate documentation, specifications, approvals and vendor compliance for healthcare-related purchases.
• Support procurement of capital medical equipment and service/AMC contracts.

3. Education Sector Procurement

• Manage procurement for schools, colleges, universities and educational facilities, including academic materials, laboratory equipment, furniture, IT equipment, stationery, uniforms, infrastructure and facility-related requirements.
• Coordinate with academic, administration, finance, IT, facility and management teams.
• Ensure timely procurement before academic sessions and major institutional activities.

4. Vendor Management

• Identify, evaluate and onboard reliable suppliers and service providers.
• Develop and maintain an approved vendor database.
• Conduct vendor performance reviews covering quality, pricing, delivery and service.
• Negotiate commercial terms, payment terms, warranties, service agreements and long-term contracts.
• Develop alternate suppliers to minimize supply-chain risks.

5. Cost Control & Negotiation

• Lead price negotiations and achieve cost savings without compromising quality.
• Conduct market research and benchmarking of prices.
• Identify opportunities for bulk purchasing, rate contracts and annual procurement agreements.
• Monitor procurement budgets and control unnecessary expenditure.

6. Inventory & Supply Chain

• Coordinate with stores and inventory teams to maintain optimum stock levels.
• Implement appropriate reorder levels, minimum/maximum stock levels and consumption analysis.
• Reduce excess inventory, slow-moving items and stock-outs.
• Ensure proper documentation and reconciliation of purchase and inventory records.

7. Compliance & Governance

• Ensure procurement activities comply with organizational policies, financial controls and applicable statutory/regulatory requirements.
• Maintain proper documentation for quotations, comparative statements, purchase orders, contracts and approvals.
• Support internal and external audits.
• Ensure transparency and accountability throughout the procurement process.

8. Team Leadership

• Lead, mentor and develop the purchase/procurement team.
• Define KPIs and monitor team performance.
• Improve procurement processes through SOPs, technology and automation.
• Build strong cross-functional relationships with Finance, Operations, Administration, Medical, Academic, IT and Facilities teams.

Key Performance Indicators (KPIs)

• Procurement cost savings and cost avoidance
• Purchase cycle time
• Vendor performance and delivery compliance
• Quality and rejection rate
• Stock-out frequency
• Inventory optimization
• Contract compliance
• Procurement process compliance
• Vendor development and alternate sourcing
• Internal/external audit observations