Services
01 / Services
Procurement
- Prepare Annual Procurement Plan
- Invite quotations, prepare tender documents, and float tenders on SPPRA portal
- Evaluate bids and prepare Comparative Statements / Bid Evaluation Reports (BER)
- Review technical specifications, eligibility criteria, and supporting documents to ensure complete procurement submissions
- Maintain procurement records and coordinate with relevant stakeholders throughout the tender evaluation and award process
02 / Services
Demand Generation
- Generate demand from Hospitals, Medical Colleges, Government Hospitals (Civil, JPMC, NICH), Private Hospitals (AKU, Liaquat National, South City), THQ/DHQ, and Health Departments
- Meet with Medical Superintendents, Purchase Officers, Pharmacists, and Store Incharges to include our products in their formulary / demand list
- Convert institutional inquiries into confirmed purchase orders
03 / Services
Supply Assurance
1. Order to Delivery Assurance:
- Receive Purchase Orders from Institutional Sales Team / Hospitals
- Check stock availability, batch number, expiry, DTL status, and MRP as per PO
- Coordinate with warehouse for picking, packing, and invoice generation within 24 hours
- Ensure delivery as per SPPRA tender terms - usually 7-15 days delivery period
2. Stock & Inventory Management:
- Monitor critical institutional items stock level daily - ensure minimum 2-3 months buffer for rate contract items
- Raise Purchase Requisition to Principals / Manufacturers before stock-out
- Track near-expiry (less than 12 months) - ensure no short expiry goes to institutions (Govt requires min 75% shelf life)
- Maintain FIFO and batch traceability
3. Quality & Compliance Assurance:
- Ensure all supplies have valid Drug Testing Laboratory (DTL) Report from Sindh / Punjab DTL
- Check DRAP registration, Batch Manufacturing Certificate, and Invoice compliance
- Handle DTL failed, rejected, or short supply cases - arrange replacement immediately
- Maintain temperature-controlled supply record for cold chain items
4. Institutional Coordination:
- Coordinate with Hospital Store, Pharmacy, and Accounts for GRN (Goods Received Note) and delivery challan stamping
- Follow up for any short supply, breakage, or expiry complaint - resolve within 48 hours
- Support tender execution - ensure supply as per exact generic name, strength, and packing mentioned in tender
5. Documentation & Reporting:
- Maintain daily supply tracker: PO No, Institution, Value, Status, Delivery Date, GRN Status, Payment Status
- Prepare Supply Assurance Report for management - On-Time Delivery %.
04 / Services
Timely Recovery
1. Payment Recovery & Follow-up:
- Daily follow-up with Accounts Departments of Hospitals, DHO Office, MS Office, and AG Sindh Office for bill processing
- Track each bill: Bill Submitted Date, Token No, Treasury Status, Cheque Ready Status
- Ensure recovery within 30-45 days for private hospitals and 60-90 days for Govt institutions
- Visit hospitals, District Accounts Office, and Treasury Office for physical follow-up
2. Documentation & Bill Submission:
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Ensure 100% correct documentation for timely recovery:
- Original Invoice, Delivery Challan, GRN (Goods Received Note), DTL Report, Inspection Certificate
- Submission of bills to hospital accounts with proper receiving stamp
- Coordinate with Supply Assurance team to get GRN within 3 days of delivery
- Handle bill objections - short supply, rate difference, DTL pending - and resolve immediately
3. Treasury & AG Office Handling:
- Follow up on bills submitted to AG Sindh / District Accounts Office / Treasury
- Track token numbers, objection memos, and ensure quick clearance
- Maintain liaison with Treasury Officers, Accountants, and Clerks for smooth processing
- Ensure no bill lapses due to financial year closing (June closing critical)
4. Reporting & Tracking:
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Maintain daily Recovery Tracker in Excel / ERP:
- Institution Name, PO Value, Invoice No, GRN Date, Bill Submission Date, Expected Recovery Date, Actual Recovery Date, Days Overdue
- Prepare weekly Overdue Report and highlight stuck payments above 90 days
- Calculate and report DSO (Days Sales Outstanding)
5. Coordination:
- Coordinate with Sales and Supply teams - no new supply to defaulter institutions without recovery commitment
- Support Finance for bank reconciliation, retention money release, and security deposit refund
- Assist in audit and reconciliation with institutional accounts departments.
05 / Services
Authorization
- Coordinate authorization letters, agreements, and agreed prices with manufacturers for the financial year, defining the scope of institutional representation and tender participation.
- Confirm authorized products, specifications, quoted rates, and supporting documents before preparing procurement submissions and responding to institutional demand.
- Agree order processing, stock allocation, delivery responsibilities, and applicable quality documentation with manufacturers to support dependable supply assurance.
- Clarify payment terms, service charges, billing responsibilities, and recovery coordination so that manufacturers and institutional sales teams work within the agreed business arrangement.
- Maintain authorization and agreement records, track validity dates, and coordinate renewals or revisions with manufacturers when products, prices, or institutional requirements change.
06 / Services
Sharing of Award letter with manufacturer
- Share the institutional award letter with the relevant manufacturer and communicate the awarded products, specifications, quantities, approved rates, and contract period.
- Review the award details against the submitted proposal and coordinate clarification of any differences before order processing and supply planning.
- Coordinate with the institutional sales team and manufacturer to translate awarded requirements into purchase orders, stock allocation, and delivery schedules.
- Communicate delivery terms, batch and expiry requirements, DTL documentation, and invoicing details to support supply in accordance with the institutional order.
- Maintain a record of award letters and related correspondence, and share order, delivery, bill submission, and payment recovery updates with the manufacturer throughout contract execution.