Purchase Officer

Key Rules & Responsibilities

• Purchase Requisition
• Receive approved Material Purchase Requisition (MPR/PR) from project/site teams.
• Verify quantity, specifications, required delivery date and project allocation.
• No purchase should be made without proper approval.
• Vendor Selection
• Identify and maintain approved vendors.
• Obtain quotations from multiple suppliers wherever practical.
• Compare price, quality, credit period, delivery time and warranty.
• Conduct vendor evaluation periodically.
• Quotation & Rate Comparison
• Prepare a Comparative Statement (CS) for major purchases.
• Clearly mention basic rate, GST, freight, unloading, discounts and other charges.
• Ensure the comparison is on a like-for-like basis.
• Negotiation
• Negotiate rates, payment terms, credit period, delivery schedule and other commercial conditions.
• Obtain management approval for purchases exceeding the delegated authority.
• Purchase Order
• Issue PO only after obtaining the required approval.
• PO should clearly specify:
• Material description/specification
• Quantity
• Rate
• GST
• Delivery location
• Payment terms
• Delivery schedule
• Quality requirements
• Penalty/other applicable conditions
• Project Cost Control
• Purchases must be mapped to the correct project/cost centre.
• Monitor purchase rates against the approved project budget.
• Avoid unnecessary purchases, excess quantities and duplicate orders.
• Track material consumption and major price variations.
• Site & Stores Coordination
• Coordinate with Site Engineers, Project Managers and Stores.
• Confirm material requirements before placing orders.
• Ensure timely delivery to avoid project delays.
• Verify that received materials match the PO.
• Goods Receipt & Documentation
• Ensure GRN/Material Receipt is prepared for materials received.
• Match:PO → Delivery Challan → GRN → Supplier Invoice
• Immediately report shortages, damages or quality discrepancies.
• Invoice Verification
• Verify supplier invoices before forwarding them to Accounts.
• Check quantity, rate, GST, PO reference and supporting documents.
• Avoid duplicate invoices and duplicate payments.
• GST & Tax Compliance
• Ensure supplier GSTIN and invoice details are correct.
• Check applicable GST rate and tax treatment.
• Coordinate with Accounts for ITC eligibility and reconciliation.
• Ensure TDS applicability is identified before payment wherever applicable.
• Vendor Payment Coordination
• Follow agreed payment terms.
• Do not recommend early/ad-hoc payments without proper approval.
• Coordinate with Accounts regarding supplier outstanding and payment status.
• Purchase RecordsMaintain proper records of:
• Purchase Requisitions
• Quotations
• Comparative Statements
• Approvals
• Purchase Orders
• Delivery Challans
• GRNs
• Supplier Invoices
• Debit/Credit Notes
• Vendor agreements
• Material Quality
• Ensure materials meet project specifications.
• For technical materials, obtain approval from the Project/Engineering team before procurement.
• Do not compromise quality solely for a lower price.
• Conflict of Interest
• Purchase personnel must not have undisclosed financial interests with suppliers.
• No personal benefits, commissions or gifts should influence supplier selection.
• Vendor selection must be based on documented commercial and technical criteria.
• Emergency Purchase
• Emergency purchases should be made only when genuinely required to prevent project disruption.
• Obtain appropriate post-facto/advance approval as per company policy.
• Maintain documentation explaining the emergency requirement.

Pay: ₹35,000.00 - ₹40,000.00 per month

Benefits:

• Health insurance
• Provident Fund

Work Location: In person