Job Role

Role Purpose 

The Procurement Officer provides strategic and operational leadership for sourcing, supplier management, purchasing controls, contracting, inventory planning, and cost optimization.

The role ensures timely availability of products, compliance with pharmaceutical standards, and rigorous procurement governance that protects the organization from operational and financial risks.
This includes cost-effective purchasing, supplier vetting, documentation discipline, cross-departmental coordination, and maintenance of audit-ready records.

The Procurement Officer is a critical custodian of cost, quality, supplier reliability, and compliance—and therefore enhances operational efficiency, supports uninterrupted service delivery, and reinforces our mission to make quality pharmaceutical products accessible and sustainable.

 Key Responsibilities

Strategic Sourcing & Planning

• Develop annual procurement plans aligned to sales forecasts and operational budgets.
• Conduct structured supplier sourcing, evaluation, and selection.
• Identify price trends, alternate sourcing, and savings opportunities.

Purchasing & Negotiation

• Prepare and issue RFQs/RFPs, evaluate bids, and negotiate optimal commercial terms.
• Raise and manage Purchase Orders with clear specifications and delivery instructions.
• Achieve cost savings through strategic negotiation without compromising quality.

Supplier & Contract Management

• Maintain vetted supplier database with performance scoring.
• Draft supply contracts and enforce terms on quality, service, warranty, and timelines.
• Resolve supplier disputes and monitor compliance to agreements.

Inventory Coordination & Stock Planning

• Collaborate with Stores to maintain optimal stock levels and prevent shortages.
• Implement FEFO/FIFO principles for pharmaceutical items.
• Monitor reorder levels and initiate timely replenishments.

Compliance, Controls & Risk

• Enforce procurement governance, approvals, and documentation protocols.
• Ensure ethical sourcing and absence of conflict of interest.
• Maintain compliance with regulatory requirements for pharmaceutical sourcing.

Documentation, Traceability & Audit

• Maintain complete, audit-ready procurement files (RFQs, PO, delivery notes, invoices, contracts).
• Ensure traceability, integrity, and correctness of procurement data.
• Support Finance in reconciliation and verification of supplier invoices.

Cross-Departmental Coordination

• Align procurement activities with Finance, Stores, Operations, and Sales.
• Communicate lead times, shortages, and risks proactively.
• Attend planning meetings and provide procurement insights.

Reporting & Cost Optimization

• Provide spend analysis, cost variance reports, supplier performance reports.
• Track and highlight cost savings from negotiations.
• Support budget planning with reliable price and supply data.

Qualification

Qualifications & Experience

• Bachelor’s degree in Procurement, Supply Chain, Business Administration, or related field.
• CIPS/ KISM certification strongly preferred.
• 3–6 years procurement experience in pharmaceutical, FMCG, manufacturing or distribution.
• Experience in sourcing, supplier negotiation, and managing procurement documentation.
• Proficiency in ERP/procurement systems (QuickBooks, Zoho, Odoo, or similar).
• Strong risk-awareness, compliance discipline, and documentation rigour.

Core Competencies

• Strategic sourcing & supplier negotiation
• Cost control & value-based purchasing
• Inventory & supply planning
• Contracting & supplier relationship management
• Documentation & audit compliance
• Data analysis & reporting
• Cross-functional coordination
• Integrity, transparency & ethical judgement

Behavioural Expectations

• Integrity: Upholds zero-tolerance for procurement misconduct.
• Professionalism: Calm, factual, and accountable while managing suppliers and internal stakeholders.
• Discipline: Adheres strictly to procurement controls and timelines.
• Diligence: Exercises rigorous verification and documentation completeness.
• Communication: Shares insights and warnings early, clearly, and objectively.
• Negotiation Confidence: Balances friendliness with firmness to secure optimal outcomes.