Procurement

The Procurement person – Civil & Mechanical will be responsible for managing end-to-end procurement activities related to civil construction and mechanical works. The role includes sourcing qualified vendors, managing tenders, negotiating contracts, ensuring timely delivery of materials and services, and maintaining strong supplier relationships. The incumbent will ensure cost optimization, quality compliance, and adherence to organizational policies and timelines.

Job Responsibilities

1. Procurement & Sourcing

• Conduct market surveys and identify reliable vendors and service providers.
• Develop and maintain vendor master and item master databases.
• Evaluate new suppliers based on quality, pricing, capacity, and compliance.
• Establish long-term supplier partnerships to support project requirements.

2. Tendering & Vendor Finalization

• Prepare RFPs, RFQs, and tender documents as per project specifications.
• Issue tenders and follow up for timely submission of bids.
• Conduct techno-commercial evaluations and comparative statements.
• Recommend vendors based on cost, quality, delivery timelines, and performance.
• Obtain internal approvals and finalize purchase orders and contracts.

3. Purchase Order & Contract Management

• Prepare, issue, and manage purchase orders and contracts.
• Draft and process amendments, variations, and change orders when required.
• Monitor contract validity, renewals, price escalations, and bank guarantees.
• Ensure compliance with contractual terms and organizational policies.

4. Execution, Delivery & Billing

• Track material delivery, work completion, and service execution.
• Coordinate with vendors and project teams to resolve delays or shortages.
• Follow up on invoice submission, verification, and payment processing.
• Maintain records from order placement to final payment.

5. Contract Administration & Compliance

• Maintain complete contract documentation and correspondence.
• Monitor contractor performance against agreed milestones and quality standards.
• Track key contract dates, including start, completion, and renewal periods.
• Highlight risks, disputes, and deviations to relevant stakeholders.
• Support resolution of claims, penalties, and performance issues.

6. Internal & External Coordination

• Liaise with Infrastructure, Projects, Finance, Legal, and User Departments.
• Coordinate with vendors, contractors, and service providers.
• Facilitate smooth communication between all stakeholders.
• Support site teams with timely procurement and technical clarifications.

7. Process Improvement & Systems

• Implement and improve procurement processes and controls.
• Ensure effective use of ERP and digital procurement systems.
• Identify automation and efficiency improvement opportunities.
• Maintain standardized documentation and reporting formats.

8. Reporting & MIS

• Prepare and share periodic MIS reports on procurement status, contracts, and payments.
• Track budgets, commitments, and cost savings.
• Provide management with accurate and timely procurement data.

9. Vendor Management & Performance Review

• Conduct regular vendor evaluations and performance ratings.
• Address quality, delivery, and service issues.
• Support development and improvement of underperforming vendors.

10. Additional Responsibilities

• Handle urgent and ad-hoc procurement requirements.
• Support audits, compliance checks, and inspections.
• Ensure ethical, transparent, and policy-compliant procurement practices.
• Undertake any additional responsibilities assigned by management.

Qualification and Experience

Bachelor's / Master degree in Civil / Mechanical Engineering.

8+ years of experience in procurement, with MEP & civil construction

Strong understanding of the civil construction industry

Proven track record of success in procurement

Excellent negotiation skills

Skills and Attributes

 Commitment to social cause

 Work with the user teams, senior management, peer team & third party team cordially to ensure goals are met in a congenial manner.

 Manage team of third party resources independently

 Familiarity with Peoplesoft or any other ERP

 Good Communication skills – both written and spoken

 Proficiency in MS Office (Excel, Word and Powerpoint)

 Ability to provide functional support to multiple locations