Procurement Executive

Title: Executive Procurement

Job Location : Madurai

Role Objective/Purpose of the Role

This position is responsible for managing contracts and procuring CAPEX, OPEX, and consumables for plant operations. It is a critical role as it directly impacts the overall efficiency and continuity of the plant.

Primary Responsibilities:

Indent to Purchase Order

• Verifies purchase requisitions and ensures that proper specifications and approvals are available for all requisitions
• Sending Request for Quotation to Suppliers based on approved Purchase Requisitions.
• A minimum of two independent and genuine quotations must be obtained, excluding OEM spends
• Compare and evaluate offers from different suppliers.
• Negotiate contract terms of agreement and pricing.
• Prepare purchase orders & submit for Via JDE along with all necessary documents.
• Facilitate timely placement of purchase orders and followup with vendors till delivery and acceptance of materials.
• Procurement, maintaining adequate stocks of all items required for manufacturing and operations.
• Exploring new service partners in coordination with user & HR department.
• Signing off Annual rate contracts with OEMs, standardized sources and for frequently procured spares and consumables.
• Timely closure of Service contracts in coordination with user department.
• Creating RFIs and RFPs, and conducting auctions on e-procurement platforms to obtain better pricing and solutions.
• Ensure individual KPIs and department KPIs are met
• Maintaining the CAPEX and contracts tracker, updating the status, and circulating records to relevant stakeholders monthly.
• Preparing monthly MIS reports on savings, spend data, and PR status, and circulating them to relevant stakeholders.
• Coordinating the delivery, with colleagues across the functions and initiatives including those for cost reduction / value generation.
• Ensure good team-work, multi-tasking and prioritization skills, with the ability to perform under pressure.
• Manage and adhere to long-term & Short-term contracts with suppliers where necessary.
• Co ordinating with finance for ensuring the vendors on time payment process

Data management

• Maintaining the Supplier database in in soft copy as well as hard copy.
• Establish and Maintain an approved vendor/supplier database.
• Prepare Vendor Appraisal Form and Keep evaluation on Records.
• Responsible to maintain all Procurement related Documents such as Purchase Order, Enquiry, Quotation and other supportive Contract copies etc., in terms of audit purpose and future perspective.
• Identify the MSME from the Overall approved Vendor master and Keep the authorized MSME Certificate in Records.
• Maintain Statutory Documents such as GST, PAN Card, Vendor Registration details etc., in Records.

Compliance

• Monitor ongoing compliance with purchasing policies and procedures.
• Follow up with vendors for Timely GSTR Filings.

Other Areas and Follow Ups

• Develop and maintain strong relationships with internal and external stakeholders to ensure optimal performance.
• Manage vendor and supplier selection process based on price, quality, support, capacity and reliability.
• oversee the operations and daily activities of the purchasing department.

Reporting

• Prepare Purchase Order ageing report on Weekly basis.
• Summarize the report of Pending Indent Requisition & Purchase Order on Weekly Basis to Management.
• Prepare Vendor Appraisal Form Yearly.
• Estimate and establish cost parameters and budgets for purchases.
• Prepare Annual purchasing budgets and forecasts.

Reporting & Coordination:

• Trace the Compliance and trigger the overdue status on weekly basis to all the Owners/User level.
• Arrange a face to face interaction together with all the Task owners & Approvers in order to make awareness and observe shortcomings from the users every Month End.

Qualification: Any Graduate with relevant 3-7 years of experience.