Procurement Lead & Product Master Data

Position Summary

The Procurement Lead & Product Master Data oversees all procurement activities for both medical supplies and general operational needs across branches. This role negotiates with vendors, manages purchasing workflows, ensures budget and price compliance, and supports supply continuity. The position works closely with Finance, Branch Managers, Doctors, and the Inventory/Supply team to maintain accurate and efficient purchasing processes.

The ideal candidate is detail-oriented, proactive, and skilled in vendor communication and cost control.

Key Responsibilities

Procurement Execution & Vendor Coordination

• Lead end-to-end procurement for medical and non-medical items.
• Request, review, and negotiate vendor quotations to ensure competitive pricing.
• Manage vendor relationships and act as the primary liaison for communication and issue resolution.
• Maintain and monitor vendor contracts, price lists, and service agreements.

Purchase Order & Documentation Control

• Ensure timely creation of Purchase Orders (POs) according to approved requests.
• Verify all requests follow budget limits, price standards, and procurement workflows.
• Review supporting documents for completeness before routing for approval.
• Maintain organized procurement records for audit readiness.

Vendor Performance & Database Management

• Oversee and continuously update vendor database, pricing catalogs, and contract terms.
• Track and evaluate vendor performance, quality, and service reliability.
• Support vendor audits and risk assessments where required.

Cross-Functional Coordination

• Work closely with Finance to ensure proper validation, budget alignment, and payment readiness.
• Coordinate with Branch Managers, Veterinarians, and Operations for specification validation.
• Collaborate with Inventory/Supply (IMRA + Supply Coordinator) to ensure optimal stock levels and replenishment timing.

Team Supervision

• Supervise and guide the Procurement & Product Master Data Officer.
• Ensure accurate and consistent entry of item master data (SKU, pricing, vendor code, UoM).

Urgent Procurement Support

• Provide hands-on support for urgent or emergency purchasing needs while maintaining documentation discipline.

Delivery Outputs

The Procurement Coordinator is expected to consistently deliver:

• Updated and accurate vendor price lists and contract records.
• Purchase Orders issued accurately and on time.
• Quotation comparison sheets (price benchmarking before vendor selection).
• Regular vendor performance review notes.
• Updated product master data (SKU, UoM, pricing, vendor mapping).
• Procurement status report (ongoing requests, expected delivery dates, issues).
• Issue & resolution log for delayed, rejected, or urgent requests.

Qualifications

Education & Experience

• Bachelor’s degree in Pharmacy
• 2–5 years of experience in procurement or supply chain coordination.
• Experience in multi-branch or healthcare / veterinary / FMCG supply environments is an advantage.
• Experience supervising junior staff is preferred.
   

Technical Skills

• Strong negotiation and vendor management skills.
• Familiar with purchase request → PO → receiving → invoicing workflows.
• Proficient in Excel/Google Sheets and procurement/inventory systems (ERP / Odoo / Jurnal / Accurate).
• Understanding of SKU and product master data structures.

Personal Attributes

• Organized, detail-oriented, and structured.
• Strong communication skills (internal and external).
• Proactive, problem-solving mindset.
• High integrity in vendor dealings and financial decisions.
• Able to work in a fast-paced, multi-stakeholder environment.