Purchase Officer

Key Responsibilities

1. Procurement & Material Planning

• Procure APIs, excipients, raw materials, primary & secondary packaging materials as per approved requirements.
• Review purchase requisitions and material requirements in coordination with PPIC, Production, Warehouse, QA/QC and Finance.
• Ensure timely placement and follow-up of purchase orders to avoid production delays or material shortages.
• Monitor open POs, committed deliveries and pending supplies.

2. Vendor Management

• Identify and develop reliable vendors for RM, PM, APIs, excipients and other requirements.
• Obtain quotations, prepare comparative statements and negotiate price, payment terms, MOQ and delivery timelines.
• Coordinate with QA/QC for vendor approval, qualification and required documentation.
• Monitor vendor performance on quality, cost and delivery.

3. Purchase Operations

• Prepare and release purchase orders as per approved processes.
• Follow up with vendors for order confirmation, dispatch and delivery.
• Coordinate with Warehouse for receipt of materials and resolve shortages, discrepancies or delivery issues.
• Coordinate with Finance for invoice, payment and vendor-related issues.
• Maintain purchase records, quotations, comparative statements, POs and vendor documentation.

4. Cost & Commercial Management

• Negotiate competitive prices and commercial terms with suppliers.
• Track market trends and price fluctuations for key pharmaceutical materials.
• Identify alternate sources and opportunities for cost optimization.
• Support annual rate contracts and price agreements wherever applicable.

5. GMP & Compliance

• Ensure procurement activities are carried out in accordance with GMP, company SOPs and approved vendor requirements.
• Ensure procurement is made only from approved/qualified sources.
• Maintain proper documentation and traceability of procurement transactions.
• Support internal, customer and regulatory audits with relevant purchase/vendor records.

6. Cross-functional Coordination

• Coordinate closely with PPIC, Production, QA, QC, Warehouse, Finance and R&D for material requirements and supply status.
• Escalate critical shortages, delayed supplies and vendor quality issues on time.
• Support production planning by ensuring availability of critical materials.

7. MIS & Reporting

• Prepare periodic reports on:
• Open purchase orders
• Pending deliveries
• Material shortages
• Vendor performance
• Purchase price trends
• Cost savings
• Procurement status
• Maintain accurate procurement data in ERP/SAP and other relevant systems.