Purchase Manager

1. Procuring Product / Services as per User requirements (Site / Admin / IT / Management / etc.)

a. Receipt and checking of the indent / purchase requisition from Users & resolve issues regarding specifications, quantity, if any.

b. Invite quotations from vendors / suppliers, evaluate them to technical similarity of specifications, negotiate prices, and prepare comparison before approval and ordering.

c. Wherever required, arrange for the BOQ / drawings from users and forward the same to the vendor / supplier for obtaining quotes.

d. Wherever required, call for the final samples and get it approved from the users before placing orders.

2. Negotiation for the best possible rates

a. Negotiation with all the respective vendors / suppliers for getting the lowest quote possible.

b. Preparing of techno-commercial comparison sheet with final negotiated prices.

c. Finalization of tax structure, delivery schedule & payment terms with immediate superior.

d. Taking approvals on the comparison sheet from immediate superior and H.O.D.

e. Final preparation of P.O along with terms & conditions indicating quality related acceptance criteria before releasing the hard copy of the same with the required signatures. Orders to be issued in duplicate and acceptance shall be obtained to safe guard company objective.

3. Ensuring timely deliveries of inputs & timely payments to vendors / suppliers

a. Ensuring timely deliveries by apt follow-ups with vendors / suppliers.

b. Arranging commercial invoice from vendor / suppliers to obtain input tax credit.

c. Ensuring timely payments to the vendors / suppliers.

4. Quality Standards

a. Setting up of quality standards for all material, services, spares & consumables procured

b. Maintaining quality standards for all incoming materials

c. Ensuring stringent adherence to quality standards

d. Identifying quality related gaps and taking corrective action

e. Organizing & Housekeeping of Sample stock room as and when required at Site

f. Maintaining Record of Samples received from vendor, forwarded to users for approval & then returned to vendors / suppliers, as required

g. Visiting sites & vendor / suppliers location for random quality check & resolution in case of inferior or deviated quality of inputs

5. Payment coordination & Requirement gathering

a. Request disbursal of payments from the allocated funds after verification of outstanding payments, debit notes, advances, etc.

b. Cheque tracking from finance dept.

c. Dispatch of Cheque to respective vendors after documentation.

d. Getting / understanding requirement of all locations on a quarterly basis with Project Manager.

e. Wherever required for finalizing rate contracts for a particular works, obtain quotes for the job, analyze rates & finalize the Quarterly Rate Contract after management approval.

f. Ensuring timely deliveries of material at all locations.

g. Constant market research for updating current rates to keep a check on vendors / suppliers.

6. Maintaining stores

a. Site wise material receipt from vendors / suppliers

b. Checking of quality in coordination with Site Engineer & unloading of material at designated locations.

c. Making debit notes for short supply, deviation in tolerances as per PO

d. Rejection and return of substandard quality of material supplied and blacklisting vendor / supplier in case of three similar incidents

e. Preparation of GRN and processing supplier bill to account for payment after all relevant deductions

f. Internal transfer and physical stock taking of un-issued material at stores

g. Disposal of waste material from site store after obtaining quote and management approval.

7. Generating MIS & Preparing Day-to-Day Reports

a. Order-Based Reports (PR vs PO vs spend, Debit notes, etc.)

b. Pending Items (to be received from vendor) Report (Material, BG, PBG, etc.)

c. Sharing copies of POs with users.

d. Material Receipt report & Confirmation of same to the User Dept.

e. Stock statement, Inventory turnover, Material ageing report,

f. Trackers – AMC, Unit Rate Contracts, PO, LP, Inventory, etc.

g. MIS report

KEY RESULT AREAS:

1. Cost reduction & saving through alternate vendors / effective negotiations
2. New vendor / supplier development
3. Control on quality & timely delivery of material at site
4. Budget vs Actual and its analysis reports
5. System implementation in a given deadline
6. Timely supply of required materials
7. Rate negotiations & finalization
8. Correct Tax implementation & Road permits coordination
9. Effective Team management