JOB DESCRIPTION – PROCUREMENT EXECUTIVE

Job Title: Procurement Executive
Department: Procurement / Supply Chain
Reports To: Procurement Manager / Operations Manager
Location: Kanhangad, Kerala
Employment Type: Full-Time

1. Job Purpose

The Procurement Executive is responsible for managing the end-to-end procurement process, ensuring the timely and cost-effective sourcing and purchase of materials, medical and non-medical supplies, equipment, services, and other requirements of the organization. The role involves vendor management, quotation analysis, purchase order processing, inventory coordination, cost control, and ensuring compliance with organizational procurement policies.

2. Key ResponsibilitiesProcurement & Purchasing

- Receive and review purchase requisitions from various departments.
- Identify procurement requirements and ensure timely availability of materials and services.
- Source products and services from approved and reliable suppliers.
- Obtain and evaluate quotations based on price, quality, specifications, delivery timelines, warranty, and payment terms.
- Negotiate with suppliers to obtain competitive pricing and favorable commercial terms.
- Prepare and process purchase orders in accordance with approved procurement procedures.
- Follow up with suppliers to ensure timely delivery of ordered items.
- Coordinate with requesting departments regarding specifications, quantities, and delivery requirements.
- Ensure purchases are made within approved budgets and authorization limits.

Vendor Management

- Identify, evaluate, and develop new vendors as required.
- Maintain an updated database of approved suppliers and vendor contacts.
- Monitor vendor performance with respect to quality, pricing, delivery, and service.
- Coordinate with vendors regarding delayed deliveries, shortages, damaged goods, quality issues, and replacements.
- Support periodic vendor evaluation and performance reviews.
- Maintain proper documentation relating to vendor registration and compliance.

Cost Control & Commercial Management

- Compare supplier quotations and conduct price analysis to ensure cost-effective procurement.
- Negotiate discounts, credit periods, payment terms, and other commercial conditions.
- Monitor market prices and identify opportunities for cost savings.
- Ensure purchases are aligned with approved budgets and organizational requirements.




- Maintain proper records of negotiated prices and supplier agreements.

Inventory & Supply Coordination

- Coordinate with Stores, Pharmacy, Nursing, Biomedical, Administration, and other departments to understand stock and procurement requirements.
- Monitor stock levels and support timely replenishment of critical items.
- Follow up on pending purchase orders and backorders.
- Coordinate with the Stores/Inventory team to verify receipt of purchased items.
- Investigate discrepancies between purchase orders, delivery notes, and received quantities.
- Assist in maintaining appropriate stock levels and minimizing overstocking and stock-outs.

Documentation & Compliance

- Maintain accurate records of purchase requisitions, quotations, comparative statements, purchase orders, delivery notes, invoices, and other procurement documents.
- Ensure procurement activities comply with internal policies, approval procedures, and applicable regulatory requirements.
- Maintain proper audit trails for all procurement transactions.
- Coordinate with Finance regarding invoice verification, payment processing, and supplier account reconciliation.
- Ensure all procurement documentation is complete and properly filed.

Reporting

- Prepare regular procurement reports covering purchases, pending orders, supplier performance, cost savings, and outstanding requirements.
- Maintain procurement trackers and databases.
- Provide management with information regarding pricing trends, supplier issues, and procurement requirements.
- Support procurement audits and management reviews.

3. Hospital/Healthcare-Specific Responsibilities

Where the role is within a hospital or healthcare facility, the Procurement Executive will additionally:

- Procure medical consumables, surgical items, laboratory supplies, pharmacy-related non-controlled supplies, PPE, housekeeping materials, stationery, and other hospital requirements.
- Coordinate with Clinical, Nursing, Pharmacy, Laboratory, Biomedical,



and Operations departments regarding technical specifications and procurement requirements.
- Ensure medical and technical products are sourced from authorized/approved suppliers wherever applicable.
- Verify product specifications, expiry dates, batch details, warranties, and relevant certifications where required.
- Coordinate procurement of medical equipment, spare parts, and maintenance-related materials.
- Ensure critical medical supplies are available without interruption to patient-care services.
- Maintain proper documentation for items requiring regulatory or quality compliance.

4. Key Skills & Competencies

- Strong negotiation and vendor management skills.
- Good knowledge of procurement and purchasing processes.
- Strong analytical and numerical skills.
- Ability to compare quotations and conduct price analysis.
- Good knowledge of inventory and supply-chain processes.
- Solid communication and interpersonal skills.
- Good knowledge of MS Excel and procurement/ERP systems.
- Ability to manage multiple purchase requirements simultaneously.
- Strong follow-up and coordination skills.
- Attention to detail and accuracy.
- Problem-solving and decision-making abilities.
- Ability to work under pressure and meet deadlines.
- High level of integrity and professional ethics.

5. Qualifications & Experience

Education:

- Bachelor's degree in Supply Chain Management, Procurement, Business Administration, Commerce, Logistics, or a related field.

Experience:

- 2–5 years of experience in procurement, purchasing, supply chain, or vendor management.
- Healthcare/hospital procurement experience will be an advantage for healthcare organizations.
- Experience with ERP/procurement systems and MS Excel is preferred.

6. Key Performance Indicators (KPIs)

- Procurement cost savings achieved.
- Purchase order processing turnaround time.
- Supplier delivery performance.
- Percentage of purchases from approved vendors.
- Stock-out frequency of critical items.
- Purchase price variance.
- Vendor performance and quality compliance.
- Procurement documentation accuracy.
- Compliance with procurement policies and approval procedures.
- Timely closure of pending purchase orders.

Pay: ₹10,000.00 - ₹20,000.00 per month

Benefits:

- Paid sick time
- Paid time off
- Provident Fund

Work Location: In person

📌 Procurement Executive (India)
🏢 Arimala Hospital
📍 India