Procurement Specialist

Position Summary

The Procurement Specialist is responsible for handling day-to-day procurement activities for medical supplies, medicines, and general operational needs across branches. This role manages Purchase Requests (PR), converts approved requests into Purchase Orders (PO), coordinates with vendors, compares pricing, monitors order fulfillment and delivery, and ensures procurement documentation is complete for payment processing.

The role works closely with Branch Managers, Stockists, Finance, Inventory, and vendors to ensure required items are procured accurately, on time, and at competitive prices.

The ideal candidate is detail-oriented, proactive, organized, resilience, and able to manage multiple procurement requests while maintaining accurate purchasing records and strong vendor coordination.

Key Responsibilities
Procurement Execution & Vendor Coordination

• Manage end-to-end procurement for medical and non-medical items.
• Review PRs, ensure completeness, and convert approved PRs into POs.
• Process routine and independent purchasing requests across branches.
• Request, compare, and negotiate vendor quotations to ensure competitive pricing and availability.
• Coordinate with vendors regarding pricing, availability, and order fulfillment.

Purchase Order & Delivery Monitoring

• Ensure timely creation and processing of POs based on approved requests.
• Monitor PR-to-PO status and maintain the procurement tracker.
• Monitor order fulfillment and delivery, including partial or unavailable items.
• Coordinate with Branch Managers, Stockists, and vendors for delivery issues and alternative purchasing when required.

Documentation & Payment

• Maintain complete procurement and delivery documentation.
• Upload relevant documents to Digitail for payment processing.
• Reconcile invoices with purchases and delivered items during procurement closing.

Vendor & Product Data

• Maintain vendor information, pricing records, and relevant procurement data.
• Ensure accurate use of SKU, pricing, vendor code, and UoM in procurement processes.
• Support medicine and medical supply updates in Digitail when required.

Cross-Functional Coordination

• Work closely with Finance regarding documentation and payment readiness.
• Coordinate with Branch Managers, Veterinarians, Operations, and Inventory/Supply regarding procurement requirements and product specifications.

Urgent Procurement Support

• Handle urgent or emergency purchasing needs and identify alternative vendors when required.

Delivery Outputs

The Procurement Specialist 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 or other relevant backgrounds.
• 2–5 years of experience in procurement or supply chain coordination.
• Experience in multi-branch or healthcare / veterinary / FMCG supply environments is an advantage.

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, honest, and resilient.
• High integrity in vendor dealings and financial decisions.
• Able to work in a fast-paced, multi-stakeholder environment.