SUMMARY
Job Description Purchase Executive / Manager CAPEX Procurement
Position

Purchase Executive / Manager CAPEX

Department

Purchase / Procurement

Industry

Pharmaceutical Manufacturing

Location

Nagpur / Butibori

Reporting To

Head Purchase / Procurement Head

1. Job Purpose

To manage end-to-end procurement of CAPEX materials, machinery, equipment, utilities, engineering items and project-related requirements for pharmaceutical manufacturing facilities, ensuring optimum cost, quality, timely delivery and compliance with approved specifications and company procedures.

2. Key Responsibilities
A. CAPEX Procurement

- Handle complete procurement of CAPEX equipment and project materials from RFQ to final delivery.

- Procure pharmaceutical manufacturing equipment such as:

- Reactors

- Manufacturing vessels

- Storage tanks

- Homogenizers

- Mixers

- Pumps

- HVAC equipment

- Stability chambers

- BOD incubators

- Tablet compression machines

- Vibro sifters

- Utility equipment

- Electrical panels and equipment

- SS/HDPE/PP/FRP equipment

- Piping, valves and engineering materials.

- Purchase MS, SS304, SS316/316L, HDPE, PP, FRP and other engineering materials as per approved specifications.

- Understand BOQ, URS, technical specifications, GA drawings and vendor offers before floating RFQs.

B. Vendor Development & Management

- Identify and develop reliable manufacturers and suppliers for CAPEX requirements.

- Maintain an updated approved / qualified vendor database .

- Obtain quotations from multiple vendors and ensure competitive bidding.

- Evaluate vendor capability, manufacturing capacity, previous pharma references and service support.

- Negotiate:

- Price

- Payment terms

- Delivery

- Warranty

- Freight

- Installation

- Commissioning

- AMC

- Spare parts

- Documentation.

C. Technical & Commercial Evaluation

- Prepare Technical & Commercial Comparative Statements (CSQ) .

- Compare quotations on a like-for-like basis .

- Identify deviations, exclusions, optional items and hidden costs in vendor quotations.

- Coordinate with Engineering, Projects, QA, Production and other departments for technical evaluation.

- Identify cases where vendors have proposed non-BOQ / higher-cost alternatives and challenge them where technically acceptable alternatives already exist.

- Verify:

- Material of construction

- Thickness

- Capacity

- Dimensions

- Motor rating

- Make

- Design pressure

- Design temperature

- Utility requirements

- Performance parameters

- Testing requirements.

D. Cost Control & Negotiation

- Establish market-rate benchmarks for CAPEX materials and equipment.

- Conduct price negotiations with vendors and achieve maximum cost savings.

- Compare current vendor rates with:

- Previous purchase rates

- Market rates

- Alternative vendors





- Approved BOQ rates

- Budgeted CAPEX values.

- Prepare cost-saving and negotiation reports .

- Identify opportunities for:

- Rate reduction

- Payment-term improvement

- Freight optimization

- Standardization

- Alternate vendors

- Bulk procurement.

E. Project Procurement

- Prepare procurement schedules based on project requirements.

- Track long-lead items and ensure timely ordering.

- Coordinate with Project/Engineering teams regarding:

- URS

- RFQ

- Technical clarifications

- Drawing approval

- PO release

- Manufacturing

- FAT

- Dispatch

- Installation

- SAT

- Commissioning.

- Closely monitor critical project equipment to avoid project delays.

F. Change Control & Variation Management

- Review vendor change-control requests, variation statements and price escalation claims .

- Verify whether the claimed change is actually outside the original PO/BOQ scope.

- Recalculate:

- Material quantity

- Weight increase

- Rate impact

- Fabrication charges

- Additional accessories.

- Challenge unsupported additional-cost claims.

- Ensure no commercial amendment is approved without proper technical justification and management approval.

G. Purchase Order Management

- Prepare and release purchase orders after final approval.

- Ensure PO contains:

- Approved technical specification

- Scope of supply

- Price

- GST

- Freight

- Payment terms

- Delivery period

- Warranty

- LD clause

- Inspection/FAT requirements

- Documentation requirements.

- Track PO commitments and vendor delivery schedules.

- Coordinate amendments wherever technically or commercially required.

H. Quality & Documentation

Ensure required documentation is obtained from vendors, including where applicable:

- GA drawings

- Manufacturing drawings

- BOM

- Material Test Certificates

- Calibration certificates

- Test certificates

- Inspection reports

- FAT protocols/reports

- IQ/OQ/PQ documents

- DQ documents

- Welding certificates

- Pressure/vacuum test certificates

- MOC certificates

- Operation & Maintenance manuals

- Warranty certificates

- Spare-parts lists.

I. Vendor Performance

Monitor vendors against:

- Quality

- Cost

- Delivery

- Responsiveness

- Documentation

- Technical compliance

- After-sales support.

Maintain a Vendor Performance Rating and recommend corrective action or replacement where required.

3. Key KPIs
KPI
Measurement




CAPEX Cost Saving
Actual saving vs budget / quoted price
Purchase Price Variance
PO rate vs benchmark/previous rate
RFQ Coverage
Minimum 3 competitive quotations wherever practical
On-Time Delivery
% CAPEX orders delivered within committed date
Vendor Development
Number of qualified alternate vendors developed
Payment-Term Improvement
Improvement from advance to PDC/credit terms
Change-Control Saving
Amount prevented/reduced against vendor claims
Technical Compliance
% orders meeting approved specification
CSQ Accuracy
Technical & commercial deviations correctly identified
Project Procurement Completion
Procurement completed as per project schedule
Emergency Purchase
Reduction in emergency / last-minute procurement
Documentation Compliance
% orders with complete required documentation

4. Required Skills

- Strong knowledge of CAPEX procurement

- Knowledge of pharmaceutical manufacturing equipment

- Ability to read and understand BOQ, URS, GA drawings and technical specifications

- Robust commercial negotiation skills

- Vendor development

- Cost analysis and market-rate benchmarking

- Technical & commercial comparison

- Knowledge of MS/SS/HDPE/PP/FRP materials

- Knowledge of pumps, tanks, reactors, machinery, utilities and engineering equipment

- Excel / ERP / procurement software proficiency

- Strong coordination with Engineering, Projects, QA and Finance.

5. Preferred Experience

Experience: 5 10 years in Purchase/Procurement, preferably in:

- Pharmaceutical manufacturing

- API / formulation plants

- Chemical manufacturing

- Engineering projects

- Pharma CAPEX procurement.

Experience in greenfield/brownfield pharmaceutical projects will be preferred.

6. Educational Qualification

Preferred:

- B.E./B.Tech Mechanical / Production / Industrial Engineering

- Diploma in Mechanical Engineering with strong CAPEX procurement experience

- MBA/PG Diploma in Supply Chain / Procurement will be an advantage.

7. Core Competencies

- Commercial negotiation

- Analytical thinking

- Cost consciousness

- Technical understanding

- Vendor management

- Decision making

- Project coordination

- Problem solving

- Documentation discipline

- Communication skills

Requirements

- Strong knowledge of CAPEX procurement

- Knowledge of pharmaceutical manufacturing equipment

- Ability to read and understand BOQ, URS, GA drawings and technical specifications

- Strong commercial negotiation skills

- Vendor development

- Cost analysis and market-rate benchmarking

- Technical & commercial comparison

- Knowledge of MS/SS/HDPE/PP/FRP materials

- Knowledge of pumps, tanks, reactors, machinery, utilities and engineering equipment

- Excel / ERP / procurement software proficiency

- Strong coordination with Engineering, Projects, QA and Finance.

📌 Sr Executive (Nagpur)
🏢 Nitika Pharmaceutical Specialities
📍 Nagpur