Job Description:

JOB DESCRIPTION

Assistant Manager – Purchase

1. Position Details

Position Title

Assistant Manager – Purchase

Department

Purchase / Procurement

Location

Corporate Office

Reporting To

Manager – Purchase / Head – Procurement

Industry

Pharmaceutical Manufacturing

Role Type

Procurement / Strategic Sourcing / Vendor Management

2. Job Purpose

To ensure uninterrupted availability of raw materials, packing materials, engineering items, consumables, and services required for pharmaceutical manufacturing operations through effective procurement planning, strategic sourcing, vendor development, commercial negotiation, cost optimization, inventory control, and regulatory-compliant procurement practices.

The position will contribute to business objectives by ensuring timely procurement, competitive commercial terms, reliable supplier performance, procurement compliance, and continuous improvement of procurement processes.

3. Key Responsibilities
4. Procurement Planning & Execution

- Develop procurement plans based on production forecasts, sales plans, inventory levels, and business requirements.
- Ensure timely procurement of raw materials, packing materials, engineering items, consumables, and services.
- Review purchase requisitions and ensure timely conversion into purchase orders.
- Monitor procurement schedules and material availability to avoid production interruptions.
- Coordinate procurement requirements with Production, PPIC/Planning, QA, QC, Regulatory Affairs, Stores, Finance, Engineering, and other relevant functions.
- Monitor open purchase orders and follow up with suppliers for timely deliveries.

1. Strategic Sourcing

- Identify and evaluate potential suppliers for different procurement categories.
- Conduct market analysis to identify alternate sources and cost-saving opportunities.
- Develop sourcing strategies for competitive pricing, quality, reliability, and continuity of supply.
- Participate in supplier selection, qualification, and onboarding.
- Develop long-term sourcing arrangements and annual rate contracts wherever appropriate.
- Develop alternate sources for critical materials and services to minimize supply risk.

1. Vendor Management

- Develop and maintain effective relationships with approved suppliers.
- Monitor supplier performance with respect to quality, delivery, responsiveness, commercial terms, and compliance.
- Conduct periodic supplier performance evaluations.
- Coordinate vendor audits with QA, Compliance, and other concerned functions.
- Support vendor qualification, approval, development, and corrective-action processes.
- Identify and develop alternate vendors for critical procurement categories.

1. Commercial Negotiation & Cost Optimization

- Negotiate pricing, payment terms, delivery schedules, contracts, and service agreements.
- Analyse supplier quotations and prepare comparative statements.
- Drive procurement cost-saving and value-optimization initiatives.
- Support annual rate negotiations and long-term commercial agreements.
- Ensure procurement decisions balance cost, quality, delivery, compliance, and business requirements.
- Track procurement savings against approved targets.

1.



Inventory & Cost Control

- Coordinate with Stores and Planning teams to maintain optimum inventory levels.
- Monitor material availability and support prevention of stock-outs.
- Identify opportunities to reduce excess, slow-moving, and obsolete inventory.
- Monitor inventory carrying costs and recommend optimization measures.
- Track procurement budgets and expenditure.
- Support value engineering and cost-reduction initiatives.

1. Compliance & Documentation

- Ensure procurement activities comply with applicable GMP, GDP, SOPs, company policies, and regulatory requirements.
- Ensure proper vendor qualification and approval documentation.
- Maintain complete and accurate procurement records.
- Ensure procurement transactions and supporting documents are audit-ready.
- Support internal, external, customer, and regulatory audits.
- Ensure applicable statutory and taxation requirements related to procurement are followed.

1. Team Management & Development

- Guide and mentor procurement executives/officers.
- Allocate procurement responsibilities and monitor execution.
- Review team performance against defined KPIs.
- Identify training and development requirements.
- Promote accountability, ethical sourcing, teamwork, and continuous improvement.

1. ERP, MIS & Procurement Analytics

- Ensure accurate and timely procurement transactions in the ERP system.
- Monitor purchase orders, receipts, pending orders, supplier performance, and procurement expenditure.
- Prepare procurement MIS, spend analysis, supplier performance reports, and management dashboards.
- Analyse procurement data and trends for management decision-making.
- Monitor procurement KPIs and initiate corrective actions where required.

4. Key Stakeholder Interfaces

Internal Stakeholders

- Head – Procurement / Purchase
- Production
- PPIC / Planning
- QA
- QC
- Regulatory Affairs
- Stores / Warehouse
- Engineering
- Finance & Accounts
- SCM
- Projects
- Management

External Stakeholders

- Approved vendors and suppliers
- Service providers
- Contractors
- Manufacturers
- Logistics/service partners
- Vendors participating in qualification and audit processes

5. Authority & Decision-Making

- Approve purchase orders within delegated financial authority.
- Conduct commercial negotiations with suppliers within approved guidelines.
- Recommend supplier selection and development.
- Recommend addition, deletion, or performance-related actions concerning suppliers.
- Recommend procurement and sourcing strategies.
- Approve routine procurement activities in accordance with the company's authorization matrix.

6. Key Result Areas (KRAs) & KPIs

KRA

Key Performance Indicator

Procurement Efficiency

% of POs released within defined timeline

Material Availability





Production stoppages attributable to material shortages

Cost Optimization

Annual procurement savings achieved (%)

Vendor Management

Supplier OTIF delivery performance

Inventory Control

Inventory turnover and stock optimization

Alternate Vendor Development

Number of qualified alternate vendors developed

Procurement Compliance

Procurement-related audit observations

Lead Time Reduction

Reduction in procurement cycle time

Documentation Accuracy

% procurement transactions completed without errors

Budget Management

Procurement spend within approved budget

Team Development

Team competency and performance improvement

ERP & MIS Accuracy

Accuracy of procurement transactions and reports

7. Technical Competencies

- Pharmaceutical procurement management
- Strategic sourcing and category management
- Vendor qualification and development
- Commercial and contract negotiation
- Supply chain and inventory management
- GMP/GDP requirements
- Pharmaceutical procurement compliance
- ERP systems such as SAP, Oracle, Microsoft Dynamics, etc.
- Cost analysis and budgeting
- Procurement analytics and MIS reporting
- Supplier performance management

8. Behavioural Competencies

- Leadership and team management
- Robust negotiation and influencing skills
- Analytical thinking
- Problem-solving ability
- Decision-making
- Communication and interpersonal skills
- Stakeholder management
- Planning and organizing
- Accountability and ownership
- Continuous improvement mindset
- Ethical and professional approach

9. Educational Qualification

Essential: Bachelor's Degree in Pharmacy, Engineering, Supply Chain, Commerce, or a related discipline.

Preferred: MBA / PGDM in Supply Chain, Operations, Materials Management, or a related specialization.

10. Experience

- 8–12 years of procurement experience, preferably in pharmaceutical manufacturing.
- Strong experience in strategic procurement and vendor management.
- Experience in commercial negotiations and supplier development.
- Exposure to regulatory, GMP/GDP, audit, and compliance environments.
- Experience working with ERP-based procurement processes.

11. Expected Outcomes

- Uninterrupted availability of materials and services required for manufacturing.
- Achievement of procurement cost-reduction and value-optimization targets.
- Development of a reliable and competitive supplier network.
- Reduction of procurement cycle times.
- Improved supplier delivery and performance.
- Optimized inventory levels and reduced carrying costs.
- Compliance with GMP, regulatory, quality, and company requirements.
- Accurate procurement transactions and management reporting.
- Continuous improvement in procurement systems and processes.
- Development of procurement team capabilities and succession readiness.

12. Overall Role Accountability

The Assistant Manager – Purchase is accountable for ensuring timely, compliant, cost-effective, and uninterrupted procurement of materials and services while developing reliable suppliers, optimizing inventory and procurement costs, maintaining accurate procurement records, and supporting continuous improvement of the pharmaceutical procurement function.

📌 Hiring for AM Purchase (Bengaluru)
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