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
