Job Title
Executive- Purchase
Department / Division
Finance & Accounts
External Interface
(Enlist external agencies/authorities that you are required to deal with while discharging your duty)
- Vendors/Service Providers
- Financial institutions/ Corporate bodies
- Auditors
- Statutory/ Regulatory agencies
Minimum Qualification
(i.e education, training etc.)
Minimum Experience
- Around 1-3 years of industry experience in the commercial function, with specific exposure to procurement
Special Skills/Attributes
(required for performing the job effectively)
- Sound Knowledge of Accounting Standards & Systems
- Understanding of Statutory/Regulatory Compliance Management
- Good Knowledge of ERP & Software packages
Overall Purpose/Objective
Of the job
Responsible for efficient procurement operations for the Center including developing a comprehensive vendor base, prompt processing of purchase indents and raising of purchase orders / work orders, sound documentation and accurate payment to vendors within defined timelines
Key Responsibilities
(List major responsibilities, that you have, to achieve the key objectives)
- Prepare a comprehensive database with function/department wise information about each vendor/ service provider and keep it updated from time to time.
- Conduct the background check on the proposed vendor profiles, including obtaining references from earlier clients
- Assist the Manager in negotiating with identified vendors/agencies for various departments and also finalizing the contract with various suppliers and vendors in coordination with concerned departments and legal
- Support continuous monitoring of Supplier / Vendor performance by carrying out periodic techno-commercial audits
- Adhere to defined procedure for processing indents, conduct first level of negotiations in case sourcing from outside pre-agreed rate contracts, agree payment terms with vendor-delivery schedule/ job completion date, performance retention amount in line with the corporate policy
- Post finalization of rate, raise Purchase Order(PO)/ Work Order(WO) containing the technical specification, price, applicable quality standards, quantity, delivery schedule and all other necessary terms and conditions
- Monitor the delivery process/ job, ensuring that the delivery schedule/ work order is being executed as planned
- Develop and implement risk mitigation / back-up plans in the event of delivery disruption
- Ensure preparation of daily indent status for review of UFC, Support preparation of the monthly MIS report and maintain proper documentation across all stages of the purchase operations
- Verify the invoices for completeness and correctness as per prescribed checklist of supporting and statutory documents and approvals required
