EXECUTIVE - PURCHASE

To manage end-to-end procurement activities for Marketing, Human Resources, and Administration functions, ensuring timely sourcing, vendor management, contract administration, inventory control, cost optimization, compliance, and seamless support to business operations.

• Marketing Procurement Management

Coordinate with Brand Managers and Marketing teams to understand campaign requirements, promotional activities, events, POSM requirements, branding initiatives, digital marketing projects, and other marketing procurements.

Source suitable vendors as per marketing briefs and project requirements.

Obtain quotations, conduct commercial negotiations, and recommend vendors based on quality, service, timelines, and cost competitiveness.

Ensure adherence to procurement policies, approval matrices, and budget guidelines.

Support marketing teams in timely execution of campaigns and initiatives through efficient procurement planning.

• Vendor Sourcing & Development

Identify, evaluate, and onboard new vendors for marketing and administrative categories.

Conduct vendor due diligence including vendor declarations, compliance documentation, financial assessment, and supplier registration.

Maintain and update the approved vendor database.

Develop alternate sources to improve service quality, lead time, and cost efficiency.

Monitor vendor performance and initiate improvement actions where required.

• Marketing Service & FTS Management

Support Frontline Trade Scheme (FTS) and marketing initiatives through backend procurement coordination.

Manage RFQs, comparative statements, vendor onboarding, PO processing, and invoice validation.

Coordinate commercial discussions and negotiations as guided by the marketing team.

Conduct periodic audits and reviews to identify process gaps, compliance risks, and improvement opportunities.

Ensure proper documentation and closure of marketing projects.

JOB DESCRIPTION | SUPPLY CHAIN

Executive Purchase - Marketing, HR & Admin Procurement | 2

• Inventory Management for Marketing Stocks

Maintain records and inventory of marketing materials, promotional merchandise, display items, gift articles, and branding assets.

Monitor stock levels and coordinate replenishment planning.

Ensure proper storage, tracking, utilization, and reconciliation of marketing inventories.

Develop liquidation plans for excess, obsolete, or slow-moving marketing stocks.

Support annual physical verification and inventory audits.

• Administrative Procurement

Manage procurement of administrative materials and services, including facility management services, travel-related services, and event and hospitality requirements.

• Purchase Requisition & Purchase Order Management

Create and process Purchase Requisitions (PRs) and Purchase Orders (POs).

Ensure correct specifications, pricing, payment terms, taxation, and approval workflows.

Track PO execution and vendor deliveries.

Resolve procurement-related queries with stakeholders and suppliers.

Monitor procurement cycle times and ensure timely closure.

• Invoice Verification & Payment Coordination

Verify vendor invoices against PO, contract terms, and service delivery.

Coordinate with Finance for timely invoice processing and payment release.

Resolve invoice discrepancies, pricing variations, and vendor payment issues.

Ensure Compliance With Statutory And Company Documentation Requirements.

• Contract & Agreement Management

Manage agreements and retainership contracts for media agencies, advertising agencies, event agencies, consultants, digital marketing partners, and other service providers.

Monitor contract validity, renewal schedules, and commercial commitments.

Ensure all contracts comply with company policies and approved commercial terms.

Maintain a centralized contract repository and renewal tracker.

• Compliance & Audit Support

Ensure procurement processes comply with company policies, SOPs, and audit requirements.

Maintain procurement records and supporting documentation.

Support internal, external, and statutory audits.

Identify control gaps and implement corrective actions.

Professional Profile

Key Skills & Competencies Procurement & Strategic Sourcing

Commercial Negotiation

Vendor Management

Marketing Procurement

Inventory Management

Purchase Process & ERP Knowledge

Cost Analysis & Budget Control

Qualification & Experience Preferred Qualification

Graduate Engineer / PGDM in Supply Chain, Procurement, Marketing, or Business Administration.

Experience JOB DESCRIPTION | SUPPLY CHAIN

Executive Purchase - Marketing, HR & Admin Procurement | 3

Stakeholder Management

Audit & Compliance Management

MS Excel and SAP/ERP Systems

3-7 years of procurement experience, preferably handling Marketing Procurement, Administrative Procurement, Vendor Management, and Contract Administration.

Key Performance Indicators (KPIs)

✓Procurement savings achieved

✓On-time PR/PO processing

✓Vendor performance & compliance

✓Marketing project support timeliness

✓Inventory accuracy & optimization

✓Contract renewal compliance

✓Audit compliance score

✓Stakeholder satisfaction

Prepared / Reviewed By

Approved By

Date