Procurement Executive (1-year Contract) - #1166413

The Procurement Executive (Medication) is responsible for the end-to-end sourcing, purchasing, and inventory management of pharmaceutical products. This includes managing relationships with drug manufacturers, ensuring compliance with health regulations (such as HSA or local equivalents), and coordinating with clinical teams to prevent stockouts of critical medications.

Responsibilities

1. Sourcing & Vendor Management

• Tender Management: Assist to work out the forecast for pharmaceutical supplies and participate in the evaluation of bids based on price, quality, and delivery reliability.

• Supplier Relations: Maintain and evaluate a panel of approved pharmaceutical vendors and wholesalers.

• Contract Compliance: Monitor GPO from Alps to ensure vendors adhere to agreed-upon terms, pricing, and validity of the agreement.

2. Inventory & Order Management

• Demand Forecasting: Analyze medication usage trends to forecast future needs and prevent overstocking or expiries.

• PO Processing: Collate all the purchase request from medical centres and migrant worker clinic to generate PO and track Purchase Orders (POs) through ERP systems (e.g., Microsoft Business Central).

• Cold Chain Logistics: Ensure that temperature-sensitive medications (vaccines, insulin) are handled according to strict cold-chain protocols during transit and storage.

• Repacking Medications: Assist warehouse assistant to do the medications repacking for dispatch to clinic respectively if urgent.

3. Compliance & Quality Assurance

• Regulatory Alignment: Ensure all procurement activities comply with healthcare regulations regarding the sale and storage of poisons and controlled drugs.

• Audit Readiness: Maintain meticulous records of evaluation reports, quotations, and delivery notes to satisfy internal and external audits.

• Product Quality: Manage the process for product recalls or reporting defects in medication packaging or quality.

4. Financial & Operational Reporting

• Cost Optimization: Identify opportunities for cost savings through bulk purchasing or switching to bioequivalent generic alternatives where clinically appropriate.

• Invoice Reconciliation: Work with the finance department to resolve discrepancies between POs, delivery orders, and invoices.

• Goods Received Note: Keyed in GRN into operating & ERP system accordingly.

• Reporting: Generate related report needed by procurement manager and finance department.

Requirements:

• Degree/Diploma: Diploma/Bachelor’s degree in Supply Chain Management, Business Administration, Pharmacy, or a related field.

• 2 to 4 years of procurement experience, preferably within healthcare sector.

• Experience with procurement modules in ERP software (Eg. Business Central) would be a plus.

• Microsoft Excel skills (VLOOKUPs, Pivot Tables) for usage tracking and spend analysis.

• Familiar with Good Distribution Practice (GDP) and local Health Sciences Authority regulations.

• Strong communication skills to liaise between pharmacists, clinic managers, and warehouse staff.