JOB DESCRIPTION (JD)Position: Assistant Manager – Purchase

Department: Purchase / Procurement
Location: Paldi / SG Highway / Nikol
Reports To: Facility Manager / Senior Management
Role Type: Full Time

1. Job Purpose

The Assistant Manager – Purchase is responsible for managing and coordinating the hospital's procurement activities to ensure timely availability of required materials, services and supplies. The role includes Purchase Order (PO) creation, purchase coordination, vendor management and MOU-related activities while ensuring proper documentation, cost-effectiveness, quality and compliance with hospital procurement policies.

2. Key ResponsibilitiesA. Purchase Order (PO) Creation

- Review approved purchase requirements received from departments.
- Verify item specifications, quantity, rates and other relevant details before PO creation.
- Prepare Purchase Orders as per approved requirements and hospital procurement procedures.
- Ensure PO details are accurate and complete.
- Coordinate with concerned departments for clarification of specifications whenever required.
- Obtain required approvals before releasing the PO.
- Share approved PO with the concerned vendor and maintain proper records.
- Track open POs and follow up for timely supply/service completion.
- Ensure amendments, cancellations or revisions to POs are properly authorized and documented.

B. Purchase & Procurement

- Coordinate procurement of hospital materials, consumables, equipment and services as per approved requirements.
- Obtain and compare quotations from approved/authorized vendors wherever applicable.
- Evaluate price, quality, delivery timeline and commercial terms before finalizing procurement.
- Coordinate with departments, stores, finance and other concerned teams for purchase requirements.
- Ensure timely availability of required materials and services.
- Follow up on pending orders and delayed deliveries.
- Coordinate with vendors regarding shortages, damaged materials, incorrect supplies or quality concerns.
- Support cost-effective purchasing while maintaining required quality standards.
- Maintain complete purchase documentation for audit and management review.

C. Vendor Management

- Maintain and update the approved vendor list.
- Coordinate with vendors regarding quotations, orders, delivery, billing and service requirements.




- Monitor vendor performance with respect to quality, price, service and delivery timelines.
- Follow up with vendors for delayed or pending supplies.
- Coordinate resolution of vendor-related complaints and discrepancies.
- Maintain vendor-related records and documentation.
- Support vendor evaluation and performance review as per hospital requirements.
- Escalate repeated vendor performance issues to management.
- Ensure procurement is carried out through approved vendors wherever applicable.

D. MOU Management

- Coordinate preparation and renewal of vendor/service-related MOUs.
- Maintain a tracker for active MOUs and their expiry/renewal dates.
- Coordinate with vendors and concerned departments for renewal or revision of MOUs.
- Ensure agreed commercial and service terms are properly documented.
- Coordinate with management and relevant departments for required approvals.
- Maintain signed copies of MOUs and supporting documents.
- Follow up on pending MOU approvals, renewals and amendments.
- Escalate upcoming MOU expiries or contractual concerns to management in advance.

3. Coordination with Departments

- Coordinate with all hospital departments for procurement requirements.
- Understand departmental requirements and ensure correct specifications are communicated to vendors.
- Coordinate with Central Store regarding stock availability before initiating procurement wherever applicable.
- Coordinate with Finance/Accounts regarding commercial and payment-related requirements.
- Coordinate with Facility, BME, IT, Nursing and other departments for specialized purchases.
- Ensure urgent requirements are appropriately prioritized and escalated.

4. Documentation & Reporting

- Maintain PO records and purchase trackers.
- Maintain quotation and comparative statement records wherever applicable.
- Maintain vendor master/approved vendor records.
- Maintain MOU and renewal trackers.




- Prepare purchase-related MIS/reports as required by management.
- Monitor pending POs, delayed deliveries and outstanding procurement requirements.
- Ensure all procurement documents are properly filed and readily available for audit.

5. Cost Control & Compliance

- Ensure purchases are made within approved budgets and authorization limits.
- Follow hospital procurement policies, SOPs and approval processes.
- Maintain transparency and proper documentation throughout the procurement process.
- Avoid unauthorized purchases or commitments.
- Ensure appropriate approvals are obtained before placing orders.
- Support cost optimization through competitive pricing and effective vendor negotiation.
- Maintain confidentiality of commercial, vendor and hospital information.

6. Key Skills Required

- Good knowledge of purchase and procurement processes.
- Strong vendor coordination and negotiation skills.
- Good communication and follow-up ability.
- Good understanding of quotations, POs and commercial terms.
- Strong documentation and record-management skills.
- Positive analytical and decision-making ability.
- Proficiency in MS Office/Excel.
- Ability to manage multiple purchase requirements simultaneously.
- Good knowledge of hospital procurement requirements is preferred.

7. Performance Indicators (KPI)

- Timely creation and release of approved POs.
- Timely procurement of required materials and services.
- Reduction in delayed/open POs.
- Vendor delivery and service performance.
- Effective vendor issue resolution.
- Cost savings/competitive procurement wherever applicable.
- Timely MOU renewal and documentation.
- Accuracy and completeness of purchase records.
- Compliance with hospital procurement SOPs and approval processes.
- Timely submission of purchase-related MIS/reports.

8. Accountability

The Assistant Manager – Purchase is accountable for ensuring timely, transparent and cost-effective procurement of hospital materials and services. The position is responsible for PO creation, purchase coordination, vendor performance and MOU management while maintaining proper approvals, documentation and compliance with hospital procurement policies.

Pay: ₹25,000.00 - ₹30,000.00 per month

Benefits:

- Leave encashment
- Provident Fund

Work Location: In person

📌 Assistant Manager- Purchase (India)
🏢 on cowin cancer center
📍 India