Purchase Executive

JOB DESCRIPTION – PURCHASE EXECUTIVE

Vedansh Hospital, Dadri
Experience Required: 2–3 Years (Preferably in hospital or reputed organization)
Qualification: Graduate in any discipline
Reporting To: Manager – Admin & HR

1. POSITION OVERVIEW

The Purchase Executive is responsible for end-to-end procurement of hospital goods, consumables, general items, and services in a timely, cost-effective, and compliant manner.
The role ensures uninterrupted supply for all clinical and non-clinical departments while maintaining quality standards, vendor transparency, and documentation.

2. KEY RESPONSIBILITIES

A. Procurement & Purchasing

• Receive purchase requisitions (PR) from all departments.
• Verify PR completeness, specifications, quantity, and approvals.
• Source quotations from approved vendors (minimum 3 quotations wherever applicable).
• Negotiate best prices, payment terms, warranty, and delivery timelines.
• Prepare comparative statements (CS) and submit for approval.
• Release Purchase Orders (PO) and maintain PO records.
• Ensure timely delivery of all materials.

B. Vendor Management

• Identify & empanel new vendors as per hospital policy.
• Maintain vendor database including GST, PAN, bank details, and contracts.
• Conduct regular vendor performance evaluation (quality, price, punctuality).
• Resolve supply-related issues and shortages proactively.

C. Material Coordination & Stock Monitoring

• Coordinate with stores for inward/outward material movement.
• Ensure GRN (Goods Receipt Note) is completed accurately.
• Track stock levels of essential consumables, general items, stationery, housekeeping items, maintenance items, etc.
• Prevent stock outs by planning procurement cycles.
• Collaborate with Admin Officer & Store Incharge stock verification.

D. Quality & Compliance

• Ensure all purchased items meet the required standards and hospital specifications.
• Maintain complete documentation for audit purposes.
• Ensure procurement compliance with hospital policies and statutory norms.
• Coordinate with Quality Manager SOP updates and audit requirements.

E. Coordination With Departments

• Work closely with:

✔ Nursing (for patient care consumables)
✔ Biomedical (for equipment & repairs)
✔ Admin (housekeeping, maintenance, security items)
✔ Pharmacy (medicine procurement coordination)
✔ Lab, Radiology, OT (department-specific consumables)

• Provide timely updates on purchase status to requesting departments.

3. SKILLS & COMPETENCIES REQUIRED

• Strong negotiation & communication skills
• Good knowledge of procurement process
• Basic understanding of hospital consumables & general items
• Vendor management skills
• Ability to work under pressure and meet deadlines
• Proficiency in MS Excel, Email & Purchase Software (HMS/ERP)
• Accuracy, discipline, and follow-up oriented mindset

4. KEY PERFORMANCE INDICATORS (KPIs)

• Timeliness of procurement
• Cost savings achieved through negotiation
• Vendor satisfaction & relationship quality
• Zero stock-out of critical items
• Accuracy and completeness of documentation
• Compliance with SOPs and audit standards
• Reduction in emergency/last-minute purchases

5. WORKING RELATIONSHIPS

• Internal: All Department Heads, Admin, Store, Nursing, Biomedical, Quality
• External: Suppliers, Manufacturers, Service Agencies

6. PERSONAL ATTRIBUTES

• High integrity & ethical behavior
• Organized and systematic
• Strong follow-up skills
• Professional communication
• Team-oriented

Job Type: Full-time

Pay: ₹20,000.00 - ₹25,000.00 per month

Benefits:

• Flexible schedule
• Internet reimbursement
• Paid sick time