Purchase Manager

Job Description

Procurement & Vendor Management

• Develop and implement procurement strategy for all consumables (reagents, kits, test cartridges, disposables), equipment, and services needed by the diagnostic laboratory.
• Identify, evaluate and select vendors / suppliers for laboratory consumables, equipment calibration & maintenance, sample collection materials, transport services, packaging, etc.
• Negotiate contract terms, pricing, delivery schedules, payment terms, vendor service support, warranty/maintenance conditions.
• Maintain up‑to‑date vendor database, track vendor performance (quality, delivery, cost, responsiveness).
• Ensure that purchase orders are created correctly (specifications, quantities, terms) and approved through the right channels.
• Monitor market and supply conditions (especially for reagents/kits which may have expiry/short shelf life) — anticipate shortages and plan accordingly.
• Work with the finance team to control purchase budgets, monitor actual vs forecast procurement spend, and identify cost‑saving opportunities.
• Ensure vendor compliance with relevant regulatory/quality requirements

2. Store / Inventory Management

• Oversee the stores department: receipt of materials, proper storage, inventory control, physical arrangement, safety, housekeeping.
• Set and monitor inventory levels (minimum, reorder point, maximum), especially for high‑consumption items and critical reagents.
• Ensure correct labelling, expiry tracking, first‑in‑first‑out (FIFO) or appropriate handling of perishable consumables.
• Manage stock movements: issue of materials to labs/collection centres, transfers, returns, disposal of expired items.
• Maintain accurate inventory records in stock software (or manual system if applicable) and coordinate periodic physical stock checks (inventory audits).
• Coordinate with the laboratory/operations team to forecast demand (based on test volumes, seasonality, campaigns) and adjust inventory accordingly to avoid stock‑outs or overstock/expiry.
• Ensure that the store is maintained in compliance with safety norms (chemical storage, biohazard handling if applicable), maintain cleanliness and good order.
• Report on key KPIs: stock‑turnover, expiry rate, stock‑out incidents, cost of inventory, etc.

3. Logistics & Sample Transportation

• Coordinate with transport/courier service providers to ensure timely, safe, and compliant pick‑up and delivery of inventory.
• Ensure that packaging and labelling of samples for transport comply with regulatory and internal SOPs (e.g., biohazard protection, correct container, temperature control).
• Monitor transit times, integrity of samples upon arrival (e.g., whether the condition of sample meets acceptance criteria), and coordinate any remedial action for delays or mishandling.
• Manage the logistics of procurement deliveries—i.e., incoming shipments of reagents/consumables/equipment: receiving, inspecting, documenting, logging, coordinating with stores.
• Maintain transportation records, service provider contracts, incident logs, and ensure compliance with regulations
• Develop contingency plans for logistics disruptions (e.g., adverse weather, transport blockages, vendor delivery issues) to avoid sample loss or delays in reporting.

4. Cost Management, Reporting & Metrics

• Prepare and monitor budgets for procurement, stores operations, and sample logistics.
• Track cost savings initiatives, negotiate improved terms with vendors, optimize inventory levels to reduce holding cost and avoid wastage/expiry.
• Generate regular management reports: purchase spend by category, vendor performance dashboards, inventory status (stock value, ageing, expiry), sample transport metrics (on‑time delivery, sample rejection rate, transit loss).
• Develop and review KPIs for purchase, store and logistics functions; set targets and drive continuous improvement.
• Collaborate with finance/accounting to ensure purchase invoices tie to POs, goods receipt notes, and payments process; ensure internal controls are adhered to.

5. Quality, Compliance & Risk Management

• Ensure that purchasing, storage, and transportation activities comply with internal SOPs, as well as regulatory standards (e.g., ISO 15189 for diagnostic labs, national regulatory norms for sample handling).
• Work with quality/operations teams to address non‑conformances (e.g., reagent quality issue, sample transport damage, incorrect storage) and implement corrective and preventive actions (CAPA).
• Ensure proper documentation is maintained: contracts, purchase orders, vendor agreements, shipping logs, delivery/receipt records, disposal records for expired items.
• Identify risks in the supply chain (single‐supplier risk, shelf‐life risk, logistics delay risk) and develop mitigation plans (alternate suppliers, buffer stock, dual vendors, logistics backups).
• Ensure training of team members

6. Team Leadership & Cross‑Functional Collaboration

• Lead, mentor, and develop the purchase/store/logistics team.
• Collaborate closely with other functions: Laboratory Operations, Quality Assurance, Finance, Administration, IT.
• Participate in vendor audit meetings, supply chain improvement initiatives, cost‐reduction committees.
• Conduct regular reviews with operations and lab managers to align on forecasted test volumes, upcoming campaigns, new tests (which will require new materials) and align procurement accordingly.
• Drive continuous improvement: streamline processes (e.g., order to delivery cycle, store issue cycle, transport routing), implement best practices (lean in logistics/storage), adopt systems/automation for better visibility and control.

Qualification

MBA in Logistics or Degree in Supply chain and Logistics Management

Experience

2 Year to 5 year

Interested candidate share your resume to humanresource@aswinicalicut.net

Job Type: Full-time

Work Location: In person