Purchase Manager

Job Summary

The Purchase Manager is responsible for planning, sourcing, negotiating, and procuring pharmaceutical products, medical devices, surgical items, OTC products, and healthcare consumables for a large warehouse and retail distribution network. The role ensures uninterrupted product availability while maintaining regulatory compliance, cost efficiency, inventory optimisation, and strong supplier relationships.

Key Responsibilities

Procurement & Vendor Management

• Develop and implement procurement strategies aligned with business objectives.

• Source pharmaceutical products from authorised manufacturers, distributors, and stockists.

• Identify, evaluate, appoint, and manage suppliers based on quality, pricing, service, and compliance.

• Negotiate pricing, payment terms, discounts, rebates, and annual supply agreements.

• Monitor supplier performance through key performance indicators (KPIs).

Inventory Planning

• Forecast purchasing requirements based on historical sales, market trends, and seasonal demand.

• Maintain optimum inventory levels while minimising excess stock and stock-outs.

• Coordinate with warehouse and retail teams to ensure timely replenishment.

• Monitor slow-moving, non-moving, and near-expiry inventory and develop corrective action plans.

Supply Chain Coordination

• Coordinate with warehouse, logistics, finance, sales, and retail operations.

• Ensure timely placement and follow-up of purchase orders.

• Resolve supply shortages and emergency procurement requirements.

• Track vendor deliveries and ensure on-time fulfilment.

Regulatory Compliance

• Ensure procurement complies with pharmaceutical regulations and company policies.

• Purchase only from licensed and approved suppliers.

• Maintain complete procurement documentation for audits.

• Ensure proper handling of batch numbers, manufacturing dates, expiry dates, and product traceability.

• Support compliance with Good Distribution Practices (GDP), Good Storage Practices (GSP), and applicable national pharmaceutical regulations.

Cost Control

• Analyse purchase trends and market pricing.

• Identify cost-saving opportunities without compromising product quality.

• Monitor procurement budgets and purchase variances.

• Prepare cost comparison analyses and supplier evaluations.

Purchase Order Management

• Create, approve, and monitor purchase orders.

• Verify invoices against purchase orders and goods received.

• Resolve discrepancies involving quantity, pricing, damaged goods, or shortages.

Data Analysis & Reporting

• Prepare procurement reports and dashboards.

• Analyse supplier performance, purchase costs, inventory turnover, and fill rates.

• Monitor procurement KPIs and recommend improvements.

• Present periodic reports to senior management.

Team Management

• Lead and supervise purchasing executives and procurement staff.

• Allocate responsibilities and monitor performance.

• Conduct training on procurement systems, compliance requirements, and best practices.

• Foster continuous process improvement within the procurement function.

Required Qualifications

• Bachelor's degree preferably in Pharmacy, Supply Chain Management, Business Administration, Commerce, or a related field.

• Master's degree (MBA – Supply Chain/Operations) preferred.

• Knowledge of pharmaceutical procurement regulations is highly desirable.

Experience

• 8–15 years of procurement experience, preferably in pharmaceutical distribution, wholesale, hospital supply, or retail pharmacy chains.

• Minimum 3–5 years in a managerial role.

• Experience managing large procurement budgets and multiple suppliers.

Required Skills

• Pharmaceutical procurement expertise.

• Vendor sourcing and contract negotiation.

• Inventory management and demand forecasting.

• Supply chain planning.

• Cost analysis and budgeting.

• Strong analytical and problem-solving abilities.

• Leadership and people management.

• Excellent communication and negotiation skills.

• Advanced Microsoft Excel and ERP proficiency (SAP, Oracle, Microsoft Dynamics, or similar).

• Knowledge of inventory management systems and procurement software.

Key Performance Indicators (KPIs)

• Product availability (service level).

• Inventory turnover ratio.

• Stock-out frequency.

• Purchase cost savings.

• Supplier on-time delivery performance.

• Purchase order accuracy.

• Procurement cycle time.

• Inventory carrying cost.

• Near-expiry inventory percentage.

• Supplier compliance score.

• Purchase budget adherence.

Working Relationships

• Warehouse Operations

• Retail Operations

• Sales & Marketing

• Finance & Accounts

• Quality Assurance

• Regulatory Affairs

• Logistics & Distribution

• External manufacturers, distributors, and suppliers

Decision-Making Authority

• Approve purchase orders within authorised limits.

• Select approved vendors.

• Negotiate commercial terms.

• Recommend supplier appointments or discontinuation.

• Optimise procurement strategies to improve service levels and reduce costs.

Working Conditions

• Office-based with regular visits to warehouses and distribution centres.

• Frequent interaction with suppliers and manufacturers.

• Occasional travel for supplier meetings, audits, negotiations, and industry events.

Core Competencies

• Strategic procurement planning

• Commercial negotiation

• Inventory optimisation

• Supplier relationship management

• Regulatory compliance

• Financial acumen

• Leadership and team development

• Risk management

• Data-driven decision-making

• Continuous improvement mindset

• It is a Full Time Warehouse / Logistics job for candidates with 5 - 6+ years Experience.