JOB DESCRIPTION – PURCHASE MANAGER

Department : Purchase / Procurement

Designation : Purchase Manager

Industry : Healthcare / Hospital

Experience : 5–8 years (minimum 3 years in hospital procurement preferred)

Qualification : MBA – Materials Management / Supply Chain Management / Logistics or Bachelor's Degree in Commerce, Business Administration or related discipline

Reporting To : General Manager / Chief Operating Officer / Management

Job Location : GEM Hospitals, Bangalore. You need to work for 3 days in Bangalore and 3 days in Coimbatore.

Employment Type : Full-time

Subordinates : Purchase Executives / Purchase Assistants / Store Coordinators

1. Job Purpose

To manage and supervise the entire purchase and procurement operations of the hospital, ensuring the timely availability of quality medical, surgical, pharmaceutical, diagnostic, housekeeping, engineering, administrative, and general supplies at competitive prices.

The Purchase Manager is responsible for developing effective procurement strategies, maintaining robust vendor relationships, controlling procurement costs, ensuring uninterrupted hospital operations, and complying with applicable hospital policies and NABH standards.

2. Key Roles and ResponsibilitiesA. Purchase and Procurement Management

- Plan, organize, and supervise the overall purchasing activities of the hospital.
- Procure medical and non-medical materials based on approved departmental requirements.
- Ensure timely procurement of:
- Medical and surgical consumables.
- Gastroenterology and endoscopy consumables.
- Laparoscopic and surgical instruments.
- Operation theatre and ICU consumables.
- Oncology-related medical consumables.
- Laboratory and diagnostic materials.
- Hospital pharmacy requirements in coordination with the Pharmacy Department.
- Housekeeping and cleaning materials.
- Engineering, electrical, plumbing, and maintenance materials.
- Office stationery, printing materials, and general supplies.
- Canteen and kitchen requirements in coordination with the concerned department.
- Obtain and evaluate purchase requisitions from various departments.
- Verify the accuracy of specifications, quantities, urgency, and budget availability before processing purchase orders.
- Ensure that all purchases are made only after obtaining appropriate authorization.
- Develop an annual procurement plan based on consumption patterns and departmental requirements.

B. Vendor Management and Negotiation

- Identify, evaluate, and develop reliable suppliers and vendors.
- Obtain quotations from multiple vendors wherever applicable.
- Compare quotations based on price, quality, specifications, warranty, delivery period, and payment terms.
- Negotiate with suppliers to obtain competitive prices and better commercial terms.
- Maintain an updated and approved vendor database.




- Conduct periodic vendor performance evaluations.
- Monitor supplier commitments and ensure timely delivery.
- Resolve vendor-related issues concerning quality, pricing, delayed delivery, and replacement of defective materials.
- Develop long-term relationships with reputed medical equipment and consumable suppliers.
- Ensure that no purchase decision is influenced by personal interests, favoritism, or unauthorized benefits.

C. Cost Control and Budget Management

- Ensure cost-effective procurement without compromising patient safety or product quality.
- Monitor purchase expenses against approved departmental budgets.
- Identify opportunities for cost reduction through bulk purchasing, rate contracts, and annual agreements.
- Compare historical purchase prices with current market rates.
- Prepare monthly purchase expenditure reports.
- Identify frequently purchased materials and negotiate special pricing.
- Monitor emergency purchases and minimize unnecessary urgent procurement.
- Avoid overstocking, material wastage, and unnecessary purchases.
- Submit cost-saving proposals to management for approval.

D. Inventory and Stock Management

- Coordinate with the Central Store and departmental stores to ensure optimum inventory levels.
- Monitor minimum stock, maximum stock, and reorder levels.
- Ensure that critical hospital materials are always available.
- Monitor fast-moving, slow-moving, and non-moving items.
- Prevent stock-outs and excess inventory accumulation.
- Coordinate periodic physical stock verification with the Stores Department.
- Monitor expiry dates of medical consumables and other expiry-sensitive materials.
- Ensure proper documentation of goods received, purchase returns, and material replacements.
- Implement FIFO (First In, First Out) and FEFO (First Expiry, First Out), wherever applicable.
- Review stock consumption trends and identify unusual variations.

E. Purchase Order and Documentation Management

- Prepare and issue purchase orders after obtaining appropriate approvals.
- Maintain proper documentation of purchase requisitions, quotations, comparative statements, purchase orders, invoices, and delivery challans.
- Verify that the materials received match the purchase order specifications.
- Coordinate with the Accounts Department for invoice verification and payment processing.
- Maintain records of annual rate contracts and supplier agreements.
- Ensure that all purchase transactions are properly documented and traceable.




- Maintain digital and physical procurement records for audit purposes.

F. Hospital-Specific Procurement Responsibilities

The Purchase Manager must understand the critical nature of hospital operations and prioritize procurement accordingly.

Department: Key Procurement Requirements

Gastroenterology : Endoscopy accessories, biopsy forceps, snares, guidewires and related consumables

Operation Theatre : Surgical instruments, laparoscopic consumables, sutures and sterile supplies

ICU / Critical Care : Critical care consumables, respiratory accessories and emergency supplies

Oncology : Chemotherapy-related consumables, infusion accessories and specialized supplies

Laboratory : Reagents, test kits, sample collection materials and laboratory consumables

Radiology : Imaging-related consumables and accessories

Pharmacy : Medicines and pharmaceutical supplies in coordination with the Pharmacy Head

CSSD : Sterilization consumables, packing materials and accessories

Engineering : Electrical, plumbing, HVAC and maintenance materials

Housekeeping : Cleaning chemicals, disinfectants and housekeeping materials

Note: Procurement of medicines, medical devices, implants and other regulated products must follow applicable regulatory requirements and the hospital's approved procurement procedures.

G. NABH and Quality Management Compliance

- Ensure procurement activities comply with applicable NABH standards and hospital policies.
- Purchase materials only from approved and evaluated vendors.
- Maintain vendor evaluation and re-evaluation records.
- Ensure proper documentation of material specifications and quality requirements.
- Coordinate with Quality, Infection Control, Biomedical Engineering, Pharmacy and Stores teams wherever required.
- Ensure that medical devices and equipment are procured with appropriate regulatory documentation, warranty, service support, and user manuals.
- Ensure that rejected or defective materials are properly documented and replaced.
- Participate in internal audits and external accreditation assessments.
- Implement corrective and preventive actions (CAPA) for procurement-related non-conformities.
- Ensure traceability of procurement transactions during audits.

H. Team Management and Coordination

- Supervise and guide Purchase Executives and Assistants.
- Allocate procurement responsibilities and monitor individual performance.
- Conduct periodic departmental meetings.
- Coordinate with HODs to understand departmental procurement requirements.
- Establish clear procurement workflows and approval mechanisms.
- Train team members on procurement procedures, documentation, vendor management, and hospital policies.
- Maintain professional coordination with all departments.

Pay: ₹35,000.00 - ₹45,000.00 per month

Benefits:

- Provident Fund

Work Location: In person

📌 Purchase Manager (India)
🏢 GEM HOSPITAL
📍 India