Associate

1. Procurement / Purchase Roles & Responsibilities

• Define procurement strategy and policies
• Ensure cost control and budget adherence
• Monitor procurement KPIs (cost savings, lead time, vendor performance)
• Ensure compliance with audits and regulatory standards

• Process purchase requisitions (PRs) from departments
• Float enquiries, obtain quotations, and prepare comparisons
• Negotiate price, delivery timelines, and payment terms
• Create and release Purchase Orders (POs)
• Follow up with vendors for timely delivery

• Identify and onboard new suppliers
• Maintain approved vendor list
• Evaluate vendor performance (quality, delivery, cost)
• Handle vendor issues, returns, and replacements

• Receive and physically verify incoming goods against PO
• Check quantity, packaging condition, and documentation
• Generate Goods Received Note (GRN) in system
• Record batch numbers, expiry dates (critical for medical supplies)
• Coordinate with stores for inward movement

• Inspect goods for quality and compliance
• Verify certifications (especially for drugs, implants, equipment)
• Reject damaged, expired, or non-compliant items
• Approve items for storage or usage
• Verify delivery documents at entry point
• Ensure only authorized deliveries are accepted
• Maintain inward register/log

• Oversee overall inventory operations
• Set min-max levels, reorder points, and stocking policies
• Ensure zero stockouts for critical items
• Monitor slow-moving, non-moving, and expiring stock
• Ensure compliance with storage standards (temperature, safety)
• Lead stock audits and reconciliation

• Maintain stock records in ERP/manual registers
• Receive materials from inward and store them properly
• Issue materials against authorized requisitions
• Follow FIFO/FEFO (especially for medicines)
• Track batch-wise inventory and expiry dates

• Generate reports (stock status, consumption trends, aging analysis)
• Support demand forecasting and planning
• Monitor inventory KPIs (turnover, accuracy, wastage)

• Procurement Receiving Stores must work in sync
• Regular communication with user departments (wards, OT, labs)

• Ensure all transactions are recorded (PR, PO, GRN, issue)
• Maintain traceability of items (especially critical supplies)

• Follow hospital policies and standards (e.g., NABH in India)
• Maintain proper documentation for audits

• Ensure uninterrupted availability of critical supplies
• Avoid delays that impact patient care

Purchase - Roles & Responsibilities, Receiving / Goods Inward, Stores / Inventory Management, Stock Audit, Vendor negotiation & followup.

The overall owner of store operations.

Key responsibilities:

• Plan and control inventory levels (min max, reorder points)
• Ensure zero stockouts for critical medical items
• Monitor expiry, slow-moving, and non-moving stock
• Enforce storage standards (temperature, hygiene, segregation)
• Lead audits, stock verification, and reconciliation
• Coordinate with procurement and user departments
• Track KPIs (inventory turnover, wastage, stock accuracy)

Handles day-to-day store operations.

Key responsibilities:

• Receive items from the inward/receiving team
• Store materials correctly (racks, bins, cold storage if needed)
• Issue materials against authorized requisitions
• Maintain stock records (ERP or manual registers)
• Follow FIFO/FEFO (First Expiry First Out for medicines)
• Monitor stock levels and inform for replenishment
• Ensure cleanliness and organization of the store

Focuses on stock control and system accuracy.

Key responsibilities:

• Maintain real-time inventory data in ERP systems
• Track stock movement (inward, outward, transfers)
• Monitor reorder levels and generate alerts
• Ensure alignment between physical stock and system stock
• Support cycle counts and stock audits
• Analyze discrepancies and recommend corrections

Handles reporting and data-driven insights.

Key responsibilities:

• Generate reports (consumption trends, stock aging, expiry reports)
• Analyze usage patterns across departments
• Support demand forecasting and planning
• Identify cost-saving opportunities (bulk buying, reduction of waste)
• Provide dashboards for management review

For drug/medical consumable stores.

Key responsibilities:

• Ensure proper storage of medicines (temperature, compliance)
• Track batch numbers and expiry dates
• Ensure regulatory compliance for pharmaceuticals
• Prevent dispensing of expired or recalled items
• Coordinate with pharmacy and clinical teams

Support operational tasks.

Key responsibilities:

• Assist in loading/unloading goods
• Arrange stock on shelves/racks
• Pick and pack items for issue
• Help in physical stock counts
• Maintain cleanliness and safety in store areas