Assistant Manager Procurement

The Assistant Manager – CAPEX Procurement is responsible for managing end-to-end procurement activities for capital expenditure projects across both existing pharmaceutical operations and new strategic projects. The role ensures that all capital procurement packages are executed in line with project schedules, approved budgets, technical specifications, GMP / GxP expectations, quality standards, and internal procurement governance.

• Typically, 5–8 years of relevant experience in CAPEX procurement, project procurement, or technical sourcing within a pharmaceutical or regulated manufacturing environment.

JOB-SPECIFIC REQUIREMENTS:

1. End-to-End CAPEX Procurement Ownership

• Manage the complete CAPEX procurement cycle from requirement intake through supplier selection, contracting, delivery, installation support, invoicing, and project close-out.
• Review project requests, approved CAPEX budgets, URS / technical specifications, scope of supply, and execution schedules before initiating sourcing activities.
• Translate project requirements into structured procurement plans with clear milestones, long-lead item tracking, and package-level sourcing priorities.
• Ensure procurement activities are aligned with approved timelines and do not create delays to engineering, validation, commissioning, or production readiness.

• Develop sourcing strategies for each package based on project criticality, budget, lead time, technical complexity, and supply market conditions.
• Determine appropriate route to market such as OEM, distributor, contractor or service provider depending on project scope.
• Identify long-lead items and critical GMP-impact equipment early and proactively build mitigation plans for delivery, technical, and commercial risks.
• Support make-versus-buy, global-versus-local, and bundled-versus-split package decisions to optimize cost, responsiveness, and supplier capability.

• Prepare and issue RFQs / RFPs with complete commercial terms, technical documentation, scope boundaries, delivery expectations, and compliance requirements.
• Identify potential suppliers from approved vendor sources and external market intelligence while ensuring commercial fairness and transparency.
• Lead vendor prequalification activities including capability assessment, relevant project experience, financial stability, after-sales support, and regulatory suitability.
• Coordinate technical bid evaluation with Engineering, Projects, QA, Validation, and end users to ensure offers meet functional and compliance expectations.
• Conduct structured commercial comparisons covering equipment cost, services, installation, spares, warranty, payment milestones, freight assumptions, and Incoterms.
• Apply total cost of ownership principles when comparing offers, including lifecycle cost, energy efficiency, maintenance burden, availability of spares, and service reliability.

• Lead commercial negotiations on pricing, delivery schedules, payment terms, retention, liquidated damages, warranty periods, service obligations, and performance guarantees.
• Prepare award recommendations and internal approval documentation supported by technical evaluation results, commercial analysis, and budget impact summary.
• Issue purchase orders and contracts with complete scope, technical annexures, milestone schedules, documentation requirements, penalties, and warranty provisions.
• Ensure contracts clearly define supplier obligations for FAT, SAT, installation supervision, commissioning support, training, spares, manuals, and as-built documentation.

• Track supplier manufacturing progress, documentation submission, FAT readiness, shipment milestones, and expected delivery dates against project schedules.
• Coordinate with logistics, freight, and customs stakeholders to ensure imported capital equipment is shipped, cleared, and delivered without avoidable delays.
• Work closely with Engineering and Projects teams on site readiness, delivery sequencing, installation planning, and commissioning interfaces.
• Support resolution of commercial and supply issues during execution, including short shipments, deviations, claims, late deliveries, and variation management.

• Maintain and strengthen the Approved Vendor List for CAPEX categories including equipment manufacturers, contractors, integrators, and specialist service providers.
• Monitor supplier performance on delivery, responsiveness, quality, documentation completeness, technical support, and post-order service levels.
• Drive supplier development and relationship management for key strategic suppliers to improve reliability, responsiveness, and value contribution on future projects.

• Ensure all CAPEX procurement activities comply with procurement policy, delegation of authority, tendering protocols, audit requirements, and record retention standards.
• Support adherence to GMP / GxP, EHS, and quality requirements by ensuring procurement packages include relevant compliance expectations and documentation needs.
• Validate invoices against purchase orders, contracts, delivery milestones, and project completion evidence before payment release.
• Coordinate with Finance to maintain visibility of committed spend, cash flow implications, budget utilization, and savings versus approved CAPEX.

• Act as procurement focal point for Engineering, Projects, Production, QA, Validation, Finance, EHS, and plant leadership for assigned CAPEX initiatives.
• Provide regular updates on sourcing status, supplier risks, award decisions, expediting actions, and commercial issues requiring management escalation.
• Prepare dashboards, trackers, and summary reports covering procurement progress, savings, pending approvals, critical deliveries, and risk mitigation actions.