Manager - Vendor Management

Division

Department

Sub Department 1

Job Purpose

To oversee and manage centralized vendor management activities across multiple Cipla business units and regions. This includes ensuring compliance with Good Manufacturing Practices (GMP) and quality standards for all suppliers of finished products, excipients, and packaging materials.

To manage and ensure that there are strategic coordination, evaluation, and continuous monitoring of vendors to maintain product quality and regulatory compliance.

Centralized Vendor Management: To lead and manage vendor-related activities for Cipla Medpro Head Office, Cipla Distribution Gateway, Cipla Mirren, CMM, Cipla SSA Office and its distributors, as well as Cipla Maroc, Egypt, and Algeria.

Global Support: To collaborate with Global CQA to support vendor management activities when requested, ensuring alignment with global standards and practices.

Technical Agreement Oversight: To review, coordinate, and approve technical agreements for GMP-impacted processes across designated Cipla units and regions.

Documentation Review and Approval: To evaluate and approve GxP-related documentation and other supporting materials for suppliers in South Africa, SSA, Morocco, and India (as applicable).

Supplier Audits: To plan, coordinate, and conduct supplier audits for designated Cipla units and regions. Provide audit support to Cipla Maroc and Global CQA when required.

Vendor Suitability and Risk Management: To assess vendor capability to deliver quality products through risk assessments, impact analyses, and ongoing monitoring for the OneAfrica region.

Vendor List Management: To approve new suppliers for inclusion on the approved vendor list and ensure timely updates in Qinfo on SAP.

Key Accountabilities (1/5)

Manage and implement initial and ongoing vendor approval and review process for Cipla Medpro Head Office, Cipla Distribution Gateway, Cipla Mirren, CMM, Cipla SSA Office and its distributors, as well as Cipla Maroc, Egypt, and Algeria to ensure compliance to quality & regulatory standards for finished products, excipients and packaging materials suppliers.

Vendor Approval and Review Process

• Lead and implement the vendor qualification, approval, and periodic review process to ensure full compliance with internal quality systems and external regulatory standards.
• Oversee vendor management activities across all Cipla sites within One Africa, including Cipla Medpro Head Office, Cipla Distribution Gateway, Cipla Mirren, CMM, Cipla SSA Office and its distributors, as well as Cipla Maroc, Egypt, and Algeria.

Vendor Compliance Monitoring

• Continuously monitor vendor performance and compliance with GMP and quality requirements.
• Identify and escalate any non-conformities, deviations, or quality-related issues to relevant stakeholders for timely resolution.

Documentation and Data Integrity

• Manage and maintain accurate, up-to-date records of vendor-related documentation, including compliance reports, SOPs, certifications, Technical Quality Agreements (TQAs), licenses, and other regulatory documents.
• Ensure robust documentation control for all GMP-impacted processes across designated Cipla units and regions.

Risk and Impact Assessments

• Conduct comprehensive risk assessments and impact analyses for vendors, focusing on critical quality attributes and regulatory compliance.
• Review specialized reports such as Nitrosamine risk assessments, high-risk drug component evaluations, and TSE/BSE compliance reports.

Continuous Improvement and Governance

• Drive improvements in vendor management processes through proactive monitoring, trend analysis, and implementation of best practices.

Support governance by ensuring adherence to global and regional quality standards.

Key Accountabilities (2/5)

Manage and update approved vendor/supplier list/s as per the change approval process to ensure compliance to SOP’s and quality agreements

Vendor List Management

• Maintain and regularly update the complete vendor/supplier database, including additions of new vendors and removal of de-selected vendors, in alignment with established standards and the change control process for Cipla Distribution Gateway (CDG), Cipla Medpro HO, Cipla Mirren, and CMM.

System Updates and Data Integrity

• Ensure timely updates of vendor information in Qinfo on SAP for Cipla Medpro HO, Cipla Mirren, CMM, and CMOs, reflecting approvals granted by Head Office.

Cross-Functional Coordination

Collaborate and liaise with the Cipla India team to facilitate the inclusion of approved vendors on SAP, ensuring seamless integration and compliance with global processes.

Co-ordinate and perform vendor audits to ensure compliance to SOP’s and quality standards.

Vendor Audit Coordination

• Plan, schedule, and coordinate audits of vendors to ensure compliance with Cipla’s SOPs, regulatory requirements, and global quality standards.
• Ensure audits are conducted in alignment with established protocols and timelines.

Execution of Audits

• Perform Contract Manufacturing Organization (CMO) audits for Cipla Medpro HO, as well as audits of raw material and packaging material suppliers in accordance with Technical Quality Agreements (TQAs).
• Conduct audits for Cipla Distribution Gateway, Cipla Mirren, CMM, Cipla SSA Office and its distributors, as well as Cipla Maroc, Egypt, and Algeria.

Audit Report Management

• Where audits are outsourced to consultants, compile comprehensive audit reports and ensure timely submission to vendors as per SOP-defined timelines.
• Maintain accurate records of all audit documentation for compliance and traceability.

CAPA Follow-Up and Closure

• Monitor and follow up on Corrective and Preventive Actions (CAPAs) raised during audits to ensure timely resolution.
• Manage and coordinate the closure of audit findings within timeline on TrackWise or alternative systems such as SharePoint, ensuring compliance with internal timelines and regulatory expectations.

Continuous Compliance Oversight

• Drive adherence to quality standards by proactively identifying gaps during audits and implementing corrective measures.

Support governance by ensuring audit outcomes are effectively communicated to stakeholders and integrated into vendor risk management processes.

Key Accountabilities (3/5)

Develop and update SOP’s and conduct training on applicable SOP’s and QA induction to ensure complete understanding and compliance

SOP Development and Governance

• Develop, implement, and maintain Standard Operating Procedures (SOPs) for all vendor management-related functions.
• Ensure SOPs are current, compliant with regulatory requirements, and aligned with global and regional quality standards.

Process Harmonization

• Standardize and harmonize vendor management procedures across all Cipla sites to establish a unified and consistent approach.
• Drive alignment of processes to reduce variability and improve efficiency.

Training and Capability Building

• Conduct training sessions on applicable SOPs for relevant teams to ensure proper understanding and implementation.
  • Act as Subject Matter Expert (SME) where identified, delivering specialized training to the entire QA department on critical topics.

  Internal Audits and Self-Inspections

  • Perform internal audits and self-inspections to verify compliance with SOPs, regulatory standards, and internal quality requirements.
  • Identify gaps and recommend corrective actions to strengthen compliance and operational excellence.

  Continuous Improvement

  • Monitor effectiveness of SOPs and training programs, recommending updates and improvements based on audit findings, regulatory changes, and best practices.
  Foster a culture of quality and compliance through proactive engagement and knowledge sharing.

Maintain vendor management database

• Maintain and control all critical vendor documentation, including GMP certificates, manufacturing licenses, quality agreements, and other compliance-related records for approved vendors across One Africa.
• Ensure completeness, accuracy, and validity of all documents in accordance with Cipla’s SOPs, regulatory requirements, and the vendor selection process.
• Implement a systematic process for tracking document renewals, updates, and expirations to guarantee continuous compliance.
• Regularly audit documentation repositories to confirm adherence to internal standards and regulatory expectations, and promptly address any gaps or discrepancies.
• Collaborate with cross-functional teams to ensure timely receipt and verification of vendor documents, supporting risk assessments and vendor qualification activities.

SAP Update.

Vendor Information Accuracy
• Keep SAP vendor data accurate, complete, and current; review regularly and fix discrepancies quickly.

Centralized Information Updates
• Centrally update Qinfo in SAP for all approved vendors to ensure consistency across Medpro HO, Mirren, CMM, and CMOs.

Data Integrity & Compliance
• Maintain strong controls to protect SAP data integrity and ensure SOP/regulatory compliance; coordinate cross‑functionally to validate data and support audits.

Key Accountabilities (4/5)

Monthly Reporting

Data Collection and Analysis

• Facilitate the collection of accurate and complete data required for monthly and quarterly Quality Assurance (QA) reports.
• Coordinate with relevant teams to ensure timely submission of vendor-related metrics, compliance status, audit outcomes, and risk assessments.

Report Compilation and Presentation

• Compile comprehensive QA reports within agreed timelines, ensuring clarity, accuracy, and alignment with organizational standards.
• Analyze trends and highlight key insights related to vendor performance, compliance gaps, and risk.
• Present data and findings to management and other stakeholders as required, supporting decision-making and continuous improvement initiatives.

Governance and Continuous Improvement

• Ensure reporting processes adhere to SOPs and regulatory requirements.

Recommend improvements to reporting templates and processes to enhance efficiency and data integrity.

Key Accountabilities (5/5)

FDA 483, Import Alert: Risk assessment and Impact assessment.

Regulatory Impact Assessment

• Conduct thorough impact assessments on vendors affected by regulatory actions such as FDA 483 observations, import alerts, or blocked vendor notifications.
• Evaluate the potential implications of these regulatory findings on Cipla’s supply chain and product quality.

Risk Assessment of Materials and Manufacturers

• Perform detailed risk assessments for impacted raw materials, packaging components, and manufacturers supplying Cipla Distribution Gateway (CDG), Cipla Medpro HO, CMM, Cipla Mirren and SSA units.
• Assess the severity of risks, identify alternative sources where necessary, and recommend mitigation strategies to ensure continuity of supply and compliance.

Compliance and Governance

• Ensure all assessments are documented in accordance with SOPs and regulatory requirements.
• Communicate findings and recommendations to relevant stakeholders, supporting informed decision-making and proactive risk management.

Continuous Monitoring

• Track regulatory updates and vendor status changes to maintain an accurate risk profile for all suppliers.

Implement preventive measures to minimize exposure to compliance risks across One Africa operations.

Long Description

TQA- co-ordinate and Draft TQAs for On Africa vendors

Technical Agreement Initiation and Approval

• Initiate, review, and approve new Technical Quality Agreements (TQAs) to ensure alignment with Cipla’s quality and regulatory standards.
• Work with cross‑functional teams to ensure all technical and compliance elements are accurately captured.

Maintenance and Updating of Existing Agreements

• Periodically review and update TQAs for vendors on the Approved Vendor List (AVL) to reflect process, regulatory, or business changes.
• Document and communicate all revisions to relevant stakeholders.

Monitoring Agreement Validity

• Track agreement status, expiry, and renewal timelines.
• Maintain a proactive renewal system to avoid compliance gaps and ensure continuity.

Compliance and Governance

• Ensure TQAs comply with internal SOPs and global quality standards.

Maintain accurate, audit‑ready records in centralized storage systems.

Major Challenges

Vendor Communication and Documentation Management

• Maintaining effective communication with vendors for finished products, excipients, and packaging materials to ensure timely submission and accuracy of all required compliance documents.
• Managing delays or incomplete documentation that can impact vendor qualification and regulatory compliance.

Stakeholder Alignment & Communication

• Route all site and regional communication through Head Office to ensure consistency and prevent duplication or conflicting instructions.
• Balance priorities across diverse teams while adhering to global/regional standards.

Complaint Handling & Resolution

• Resolve site or HO‑raised vendor complaints promptly with effective root‑cause analysis and corrective actions.
• Maintain strong vendor relationships while addressing issues..

Vendor Performance Monitoring

• Assessing vendor performance scorecards to ensure alignment with evolving GMP requirements and changing business needs.
• Driving continuous improvement while managing resistance to change from vendors or internal teams.

Master Data Accuracy in SAP

• Ensuring vendor master data in SAP is fully aligned with the Approved Vendor List (AVL), addressing discrepancies that can lead to compliance risks or operational inefficiencies.
• Coordinating updates across multiple systems and regions to maintain data integrity.

Regulatory and Compliance Complexity

• Navigating frequent regulatory changes and ensuring vendors remain compliant with global standards such as FDA, EMA, and local authorities.
• Managing risks associated with import alerts, blocked vendors, and evolving quality expectations.

Cross-Regional Coordination

• Harmonizing vendor management processes across multiple geographies (South Africa, SSA, Morocco, Egypt, Algeria) while considering local regulatory requirements and cultural differences.

Audit and CAPA Management

Coordinating timely closure of audit findings and CAPAs across multiple systems (TrackWise, SharePoint) and ensuring vendors adhere to agreed timelines.

Key Interactions (1/2)

Internal

• Regulatory Team (frequently): Ensure vendor documentation (GMP certificates, licenses, TQAs) meets regulatory standards.

Share updates on regulatory changes impacting vendor compliance.

Collaborate on responses to regulatory observations (FDA 483, import alerts).

• Finance Team (annually and need based) for budget and credit card approvals. Validate vendor status for payment processing and compliance with contractual obligations.

Assist in cost impact analysis related to vendor changes or risk mitigation measures.

• Business Development Team (In-case of new product) for vendor approval and documentation
• Sales & Marketing Team (need based) in-case of vendor quality or non-conformity issues and decisions impacting production.

• Manufacturing / Operations

  Provide vendor-related quality updates impacting raw materials and packaging supply.

  Address complaints and deviations linked to vendor-supplied materials.

  Support resolution of operational issues tied to vendor performance.
• PMO (In-case of new product) for vendor approval and documentation.

• Global CQA / Corporate Quality

  Align on global vendor management standards and audit requirements.

  Support global initiatives for harmonization and compliance reporting.

  Share regional risk assessments and vendor performance metrics.

• Supply Chain / Procurement

  Coordinate vendor onboarding and ensure alignment with approved vendor list (AVL).

  Communicate changes in vendor status or compliance requirements.

  Support sourcing decisions based on vendor risk and performance data.

• Legal

  Review and finalize technical agreements and contractual obligations with vendors.

  Ensure compliance with legal and regulatory frameworks during vendor onboarding and renewal

• Master Data Management/ IT

  Ensure accurate vendor data in SAP and Qinfo systems . Coordinate system updates and resolve discrepancies between AVL and SAP master data.

Key Interactions (2/2)

External

• Vendors (frequently) Communicate with suppliers of finished products, excipients, and packaging materials to ensure compliance with Cipla’s quality standards and regulatory requirements.

Coordinate submission and review of GMP certificates, manufacturing licenses, Technical Quality Agreements (TQAs), and other critical documentation.

Address complaints, deviations, and CAPA follow-ups promptly to maintain strong vendor relationships and ensure timely resolution.

• Contract Manufacturing Organizations (CMOs)

Liaise with CMOs for audits, compliance reviews, and technical agreement updates.

Ensure alignment on quality expectations, risk assessments, and regulatory obligations.

• Regulatory Authorities

Respond to vendor-related regulatory observations (e.g., FDA 483, import alerts) through vendors and ensure corrective actions are implemented.

Maintain readiness for inspections by ensuring vendor documentation meets regulatory standards.

• Consultants / Third-Party Auditors

Coordinate outsourced audits, assist in compiling audit reports, and ensure timely communication of findings to vendors.

Monitor consultant performance and adherence to Cipla’s audit protocols.

• Logistics Partners (Where Applicable)

Collaborate on vendor-related compliance for transportation and storage of raw materials and finished goods.

Ensure adherence to GxP requirements during distribution

Dimensions (1/2)

• No. of Vendors being managed by this role – 427 vendors (CMM: 110, CM HO: 57, Mirren: 78, HO CMO: 116, CDG: 2, SSA: 9 Cipla Maroc: 34 and Botswana and Namibia: 11).
• No. of Technical agreement and licenses managed by this role – Excess of 400
• Number of countries in OneAfrica: South Africa, Botswana, Namibia, Kenya, Uganda, Tanzania, Mozambique, Zambia, Zimbabwe, Madagascar, Mauritius, Ghana, Morocco, Egypt, Algeria

Dimensions (2/2)

Key Decisions (1/2)

Decisions

Vendor Qualification and Approval

Decide whether a vendor meets Cipla’s quality, compliance, and regulatory requirements for inclusion on the Approved Vendor List (AVL). 

Approve or reject new vendor applications based on risk assessments and audit outcomes.

Technical Agreement Management

Approve new Technical Quality Agreements (TQAs) and determine when updates or revisions are required for existing agreements.

Decide on escalation for unresolved contractual or compliance issues.

Audit Planning and Outcomes

Determine audit schedules, scope, and whether audits should be conducted internally or by third-party consultants.

Approve audit reports and decide on the adequacy of CAPA responses before closure.

Risk and Impact Assessments

Decide on risk mitigation strategies for vendors impacted by regulatory actions (e.g., FDA 483, import alerts) or quality concerns.

Approve continuation or discontinuation of business with high-risk vendors

Compliance and Documentation Governance

Decide on corrective actions for gaps in vendor documentation (GMP certificates, licenses, SOPs).

Approve updates to vendor master data in SAP and Qinfo to ensure alignment with compliance standards.

Complaint Resolution

Decide on escalation and resolution strategies for vendor-related complaints.

Approve preventive measures to avoid recurrence of issues.

Process Harmonization and SOP Governance

Approve new or revised SOPs for vendor management processes across multiple sites.

Decide on training requirements for QA teams and other stakeholder

Performance Monitoring and Reporting

Decide on vendor performance ratings and actions for underperforming vendors.

Approve monthly and quarterly QA reports for submission to senior management.

Key Decisions (2/2)

Recommendations

• Recommend Vendor Qualification or De-Selection Based on audits, risk assessments, and performance scorecards, advise whether vendors should remain on the Approved Vendor List (AVL) or be removed

• Recommend Corrective and Preventive Actions (CAPA)

  Suggest CAPAs for vendors with compliance gaps or quality issues and monitor implementation timelines

• Recommend Updates to Technical Agreements (TQAs)

  Propose revisions to TQAs when processes, regulatory requirements, or business needs change

• Recommend Risk Mitigation Strategies

  Advise on actions for vendors impacted by FDA 483 observations, import alerts, or blocked status, including alternative sourcing options

• Recommend Business Continuity Measures

  Suggest contingency plans for critical raw materials or packaging components in case of vendor non-compliance or supply disruptions.

• Recommend System Enhancements

  Suggest improvements in SAP/Qinfo for better vendor data accuracy and automated alerts for document expirations.

• Recommend Vendor Performance Improvement Plans. Advise vendors on areas of improvement based on scorecard evaluations and compliance trends.

• Recommend Internal Process Optimization

  Suggest ways to streamline reporting, audit scheduling, and communication channels for efficiency

Education Qualification

Bachelor’s Degree in Pharmacy, Pharmaceutical Sciences, Chemistry, or related Life Sciences field.

Preferred: Postgraduate qualification in Quality Assurance, Regulatory Affairs, or Supply Chain Management.

Relevant Work Experience

• Relevant experience:

  • 8–10 years of experience in Quality Assurance or Vendor Management within the pharmaceutical industry.
  • Proven experience in:
  • Vendor qualification and audits (including GMP compliance).
  • Risk assessment and impact analysis for suppliers and materials.
  • Technical Quality Agreements (TQAs) review and management.
  • Handling regulatory compliance (FDA, EMA, WHO, SAHPRA, etc.).
  • Familiarity with SAP/Qinfo systems and vendor master data management.
  • Exposure to multi-site and multi-region vendor management (Africa, India, global coordination).

  Preferred Skillset:

  • Strong knowledge of pharmaceutical manufacturing processes, raw materials, and packaging components.
  • Excellent communication and negotiation skills for vendor and stakeholder engagement.
  • Ability to interpret regulatory guidelines and implement compliance strategies.
  • Proficiency in audit planning, CAPA management, and documentation control.