R&D Purchase Executive API Manufacturing (pharma Experience only)

1. Job Purpose

To manage procurement activities for the R&D department of an API manufacturing facility, ensuring the timely sourcing and availability of raw materials, intermediates, specialty chemicals, solvents, laboratory reagents, reference standards, and other development-related requirements. The role focuses on cost-effective procurement, approved supplier coordination, quality compliance, and uninterrupted support for process development, route scouting, scale-up, and technology transfer activities.

2. Key Responsibilities

A. R&D Material Procurement

• Procure chemicals, starting materials, intermediates, solvents, reagents, catalysts, laboratory consumables, and other materials required for API research and process development.
• Purchase materials for route scouting, process optimization, impurity profiling, analytical method development, and scale-up trials.
• Arrange small-quantity and specialized materials required for new molecule development and process improvement projects.
• Source reference standards, impurity standards, and laboratory equipment or accessories as per approved requirements.
• Ensure timely availability of materials based on R&D project schedules and trial plans.

B. Vendor Development & Management

• Identify and develop reliable suppliers and manufacturers for pharmaceutical raw materials, intermediates, and specialty chemicals.
• Obtain quotations, compare prices, negotiate commercial terms, and evaluate delivery commitments.
• Coordinate with QA, QC, and R&D teams for supplier qualification and approval before procurement, as applicable.
• Obtain and maintain supplier documentation, including specifications, Certificates of Analysis (CoA), Safety Data Sheets (SDS), and other required technical documents.
• Develop alternate sources for critical materials to reduce supply risks and procurement lead times.

C. Purchase Order & Delivery Management

• Process purchase requisitions and prepare purchase orders in accordance with approved specifications, budgets, and authorization procedures.
• Follow up with suppliers for order confirmation, dispatch schedules, and timely delivery.
• Coordinate with Stores, QC, QA, and R&D for receipt, sampling, testing, and release of incoming materials.
• Monitor pending purchase orders and resolve supply-related issues.
• Ensure materials are not issued for use before the required quality release and authorization.

D. Quality & Regulatory Compliance

• Follow applicable company SOPs, GMP requirements, and internal procurement policies.
• Coordinate with QA/QC for approved vendor status, material specifications, CoA verification, and other required quality documentation.
• Ensure appropriate documentation and authorization for procurement of hazardous chemicals, controlled substances, or regulated materials, where applicable.
• Maintain traceable records of purchase requisitions, purchase orders, supplier documents, invoices, and delivery details.
• Support internal and external audits by providing procurement and supplier-related records.

E. Cost Control & Inventory Coordination

• Negotiate competitive pricing while considering material quality, grade, purity, packaging, and delivery requirements.
• Track purchase costs and identify opportunities for cost reduction without compromising quality.
• Coordinate with R&D and Stores to monitor stock availability, consumption, and urgent requirements.
• Avoid excess purchasing and expiry-related losses, particularly for expensive reagents, reference standards, and specialty chemicals.
• Maintain procurement reports covering cost, lead time, savings, and pending orders.

3. Educational Qualification & Experience

• Graduate or postgraduate qualification in Chemistry, Pharmaceutical Sciences, Chemical Engineering, or a related discipline.
• Preferably 25 years of experience in procurement or purchase activities in API manufacturing, pharmaceutical R&D, or chemical industries.
• Experience in sourcing pharmaceutical intermediates, specialty chemicals, solvents, catalysts, and laboratory reagents.
• Knowledge of pharmaceutical procurement documentation, vendor qualification, and GMP-related practices.
• Experience using ERP systems such as SAP or Oracle and MS Excel is preferred.

4. Essential Skills

• Vendor identification, negotiation, and supplier relationship management.
• Understanding of chemical names, grades, specifications, purity, and packaging requirements.
• Knowledge of CoA, SDS, specifications, and supplier documentation.
• Strong coordination with R&D, QA, QC, Stores, Finance, and Accounts.
• Cost analysis, order tracking, and inventory coordination.
• Good communication, documentation, and follow-up skills.
• Ability to prioritize urgent development requirements and meet project timelines.

5. Key Performance Indicators (KPIs)

1. On-time availability of materials for R&D trials and development projects.
2. Purchase requisition-to-purchase order processing time.
3. Procurement cost savings against comparable approved quotations or benchmarks.
4. Supplier on-time delivery performance.
5. Compliance with approved supplier and procurement procedures.
6. Accuracy and completeness of procurement documentation.
7. Reduction in material expiry, excess inventory, and avoidable urgent purchases.

6. Key Working Relationships

Internal: R&D – Process Chemistry, Analytical R&D, QA, QC, Stores, Production, EHS, Finance, and Accounts.

External: Approved chemical manufacturers, API intermediates suppliers, specialty chemical vendors, laboratory reagent suppliers, and equipment suppliers.

7. Expected Outcome

Ensure uninterrupted availability of quality-approved materials for API R&D activities, support timely execution of development and scale-up trials, optimize procurement costs, and maintain compliance with applicable quality and safety procedures.