PO Operation - US Shift - SCM

Role & responsibilities

Client requirements: 100% Work from office (all 5 days), Willing to work in Night shift (5:00 pm to 4:00 pm) and flexibly for shift timings.

Experience: 1-3 Years of experience in Procurement operations preferably from BFSI industry.

Preferred candidate profile

Catalog Management

1. Enable Catalogs:  Facilitate the setup/connection of punch out (supplier-maintained web sites) with supplier, IT, and Operations Support. Collaborate with Contracting in the establishment of a Contract and provide required Statement of Work (SOW) and requirements. Negotiate pricing and authorized items to be available for ordering. Facilitate the setup of internal catalogs with Client inventory.  Negotiate pricing and special terms with supplier. Provide and maintain ordering/return and escalation instructions with internal customers.

2. Maintain Catalogs: Validate pricing and availability on a recurring schedule based on commodity. Validate items in the catalog on a recurring basis. As needed, facilitate recurring Business Reviews with the supplier. As needed, provide product updates to the customer base.

3.Assign category management responsibilities to team members that will be responsible for:

a.Ongoing supplier account management activities: to include, but not limited to supplier punchout management and issue trouble shooting, proactive identification of processes and system enhancements.

b.Addressing process inquiries and troubleshooting category inquiries from customers.

c.Providing presentations (as requested) with Client management on commodity strengths, weaknesses, opportunities, and threats (SWOT analysis).  Understand and provide insights on category spend, year over year trend analysis, total cost of ownership.

Manual PO

Process Manual Purchase Order Expectations:

1. Comply with the published Standards, procedures and job aids for processing all purchase order requests to include but not limited to hardware, software, special goods, promo logo, catalog, and service purchases.

2. Receive and Validate Requisition: Customer engagement Contact customer to completely understand requisition requirements and confirm you have required information to determine the appropriate acquisition strategy.

3. Obtain Requirements: Acquire Statement of Work or Quote and other applicable documents from customer. Collaborate with the customer to develop the appropriate acquisition timeline and strategy. Research established suppliers as applicable and perform market research, as needed to meet minimum sourcing guidelines, to identify suppliers.

4. Conduct Solicitation (as applicable): Accumulate requirements to describe what the Supplier is expected to provide and what the required timeline will be in a RFx format and send RFx to identify supplier(s).

5. Evaluate Responses (as applicable): Review, clarify and rate responses(s) against RFx requirements. Build evaluation matrix as needed/required. Collaborate with customer.

6. Create Purchase Order (using system generated template) and asset items in system (as applicable)

7. Negotiate PO Terms (as applicable): Negotiate via phone, email or in person with supplier and collaborate with customer and any required SMEs, for example, legal and risk. Document and report cost savings.

8. Obtain Customer Approvals: Determine appropriate customer approval level based on contract value and if any other areas will be required on the coordination due to unique commodity, risk or circumstances.

Collaborate with customer on coordination/approval sequence of events. Provide a summary of the acquisition and any unique circumstances the approval authority will need to know to make an informed approval decision. Prepare and include and required contract documentation.

9. Obtain appropriate Execution Authority Approval and Signatures. The appropriate Execution Authority Client or third party resource (as granted by client) will review and analyze the contract, required attachments, then approve in the system and sign the contract document as applicable (once the supplier has signed).

10. Provide Customer Service (any follow up actions needed): Communicate with customer that the purchase order has been sent to the supplier. Collaborate with the supplier on any required special handling or needs.

11. Perform Change orders as needed to address scope, price, quantity changes. Follow specified procedures/approvals for appropriate change requests.