Job Description

Pharmacy Purchase Manager - Roles and Responsibilities1. Procurement Management

Responsible for

planning, sourcing, and procuring

all medicines, surgical consumables, implants, IOLs, disposables, reagents, and general pharmacy items. Prepare and maintain the

purchase order (PO) system

, ensuring all purchases are approved by management. Negotiate with vendors for

best rates, discounts, and payment terms

while maintaining quality and compliance with hospital standards. Ensure

timely replenishment

of fast-moving and critical stock to prevent shortages in IPD, OT, and Emergency. Maintain vendor database and review vendor performance periodically.

2. Inventory & Stock Control

Monitor

minimum, maximum, and reorder levels

for all pharmacy items. Conduct

regular stock audits

and reconcile purchase records with stock ledgers. Coordinate with pharmacy store in-charge to ensure

FIFO (First In, First Out)

and

FEFO (First Expiry, First Out)

principles are strictly followed. Track

expiry, near-expiry, and non-moving items

and ensure timely return or liquidation with suppliers. Maintain

buffer stock

for emergency and high-consumption drugs.

3. Vendor Management

Identify, evaluate, and

empanel new suppliers/manufacturers

based on quality, reliability, and cost-effectiveness. Conduct

price comparison analysis

and submit periodic reports to management. Develop and maintain

long-term relationships with pharmaceutical companies, surgical suppliers, and distributors

. Handle

vendor grievances

and coordinate returns/replacements for defective supplies.

4. Regulatory & Quality Compliance

Ensure all purchased drugs and consumables are from

licensed and NABH-compliant sources

. Maintain

purchase records, invoices, and supplier licenses

as per Drug Control and NABH requirements. Ensure

proper documentation

of narcotic drugs and restricted items in coordination with the hospital pharmacist. Support

audit and inspection teams

(Drug Inspector, NABH, internal audit, accounts audit). Ensure

batch traceability

and drug safety documentation for recall purposes.

5. Coordination with Departments

Work closely with:

Pharmacy In-Charge

for stock planning and reorder lists.

OT In-Charge

for implant, lens, and consumable requirements.

Lab & Radiology

for reagent and contrast media procurement.

Accounts Department

for vendor payments and purchase reconciliations.

Nursing & ICU teams

for availability of critical drugs and consumables. Participate in the

Hospital Purchase Committee

and provide regular updates on procurement status and cost control.

6. Financial & Cost Control

Prepare

monthly purchase summaries

, budget utilization, and cost variance reports. Monitor

consumption trends

to identify wastage or over-ordering. Implement

cost-saving initiatives

through bulk purchases, rate contracts, and generic substitution. Support Accounts and Audit team in

GRN (Goods Receipt Note)

and purchase ledger reconciliation.

7. Reporting & MIS

Submit

daily/weekly/monthly purchase MIS reports

to Hospital Administrator / CEO. Include details of: Purchase value by category New vendor additions Rate comparison and savings achieved Non-moving/expired stock Outstanding vendor payments Emergency and critical procurements Maintain

digital purchase records

in hospital ERP (e.g., IT Dose, HIS system).

8. Staff Supervision & Training

Supervise and guide

purchase assistants, storekeepers, and data entry operators

. Conduct

training sessions on purchase policies, vendor handling, and documentation

. Ensure team adherence to hospital

procurement SOPs

and

ethical purchasing practices

.

9. NABH / Quality Requirements

Maintain

purchase and supplier documentation

as per NABH standards. Participate in

internal quality audits

and implement corrective actions. Support the

Material Management Committee

in procurement planning and compliance monitoring.

10. Emergency & Special Responsibilities

Arrange

emergency procurement

during shortages, strikes, or urgent surgical cases. Maintain 24x7

availability of life-saving and emergency drugs

. Support hospital operations during

pandemic or outbreak situations

for critical supply continuity.

Key Performance Indicators (KPIs)

Stock-out rate (% of unavailable items). Purchase cost savings achieved. Vendor performance and lead time. % of items procured within approved budget. Expiry/near-expiry stock value reduction. Compliance with NABH and audit observations. Timely submission of MIS reports. Rate contract renewals and vendor evaluation completion.
Job Types: Full-time, Permanent

Pay: ₹10,047.93 - ₹30,370.72 per month

Benefits:

Health insurance Provident Fund
Work Location: In person