Associate - Supply Chain and Procurement

1. Procurement / Purchase ? Roles & Responsibilities

Procurement Management

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

Purchase Officer / Buyer

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

Vendor Management Executive

Identify and onboard new suppliers

Maintain approved vendor list

Evaluate vendor performance (quality, delivery, cost)

Handle vendor issues, returns, and replacements

2. Receiving / Goods Inward ? Roles & Responsibilities

Receiving / GRN Executive

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

Quality Inspector (Pharmacy / General consumables)

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

3. Stores / Inventory Management ? Roles & Responsibilities

Store Manager / Inventory Manager

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

Storekeeper

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

Inventory / MIS Executive

Generate reports (stock status, consumption trends, aging analysis)

Support demand forecasting and planning

Monitor inventory KPIs (turnover, accuracy, wastage)

4. Cross-Functional Responsibilities (Across All Roles)

Coordination

Procurement ? Receiving ? Stores must work in sync

Regular communication with user departments (wards, OT, labs)

Documentation & System Updates

Ensure all transactions are recorded (PR, PO, GRN, issue)

Maintain traceability of items (especially critical supplies)

Compliance & Audit Readiness

Follow hospital policies and standards (e.g., NABH in India)

Maintain proper documentation for audits

Patient-Centric Focus

Ensure uninterrupted availability of critical supplies

Avoid delays that impact patient care