Procurement Buyer

Job Title

Buyer – Admin Procurement

Function

Techno Commercial

Reporting to

Lead Buyer

Location

Bangalore

Job Band

Managing Others

Sub-Functional Area

Admin Procurement and Contracting

Job Description

Manage sourcing and procurement of the admin related activities i.e., Housekeeping, catering, event management, and miscellaneous purchase rainy coat, shoes, umbrella etc., and develop & sustain vendor relationships, negotiate best price points, thereby meeting specifications of quality, timelines within the stipulated budgetary requirements. Candidates with experience in Indirect and share Service Procurement will be preferred.

Roles & Responsibilities

Strategy, Planning, SOP and Guidelines

Techno-Commercial Strategy and Initiatives

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Understand the Techno-Commercial strategy and plan for CPO / BU

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Take necessary actions in own area of work to implement strategic initiatives (Group-wide/ CPO specific BU specific) as per plan.

Core Procurement

Purchase Requisition (PR) Review

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Assist in the review of approved PR from user department; seek additional information if required from user for correctness & completeness of PR.

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Provide support in identifying the type and method of procurement (depending on type of material/ services to be procured, nature of PR (normal vs. emergency PR), stocks available, availability of rate contract, value, delivery timeline etc.)

Strategic Sourcing for Capex, Opex, Bulk Material & Services

Contribute to the strategic sourcing process by participating in activities such as:

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Selection of bidding process, preparation of vendor selection approach and vendor evaluation criteria depending on the nature of the category

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Preparing the request for information (RFI) document for bidder evaluation

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Identification of potential bidders who meet the requirements (using Company vendor database, Supply market analysis, advertisement, or recommendations from other teams)

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Preparation of the Request for Proposal (RFP) document

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Organizing and planning pre-bid meeting based on the queries and communication requirements from vendors.

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Technical and Commercial bid evaluation of vendors

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Conducting fact-based negotiations/e-auctions with shortlisted bidders

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Preparation of Note for Approval (NFA) for selected bidder (vendor) and obtaining required approvals as per DOA

Contract Preparation and Order Placement

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Prepare contract document as per stated protocols & standard templates.

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Set up the approved contract record within the ERP system, using the appropriate system steps and functionality.

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Maintain the contract document for future reference as per defined document management policy.

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Send the contract to vendor and all identified stakeholders.

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Collate the Advance Bank Guarantee / Contract Performance Bank Guarantee (ABG/ CPBG)/ Customs related documents from vendor as per requirements.

Procurement through Rate Contracts:

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Based on approved NFA, prepare, review and issue rate contracts

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Prepare master outline agreement (OA) in ERP system based on rate contract.

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Prepare PO / SO for procurement under valid rate contract.

Associated Procurement Activities

Post Order Management

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Prepare Billing Break Up and get it uploaded in SAP, if applicable

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Address, resolve or re-allocate and share response for queries raised by vendors or from other internal stakeholders, during expediting delivery.

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Prepare Change Order/ Amendments in the order including quantity/ Rate variation, Extra items, Time Extensions etc.

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Facilitate closure of contracts and take necessary actions.

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Manage inbound logistics services for other Ex-Works Domestic Supplies

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Execute contingency plans in case of immediate business requirements.

Supplier Management

Supplier/ Vendor Identification and Onboarding

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Coordinate with newly identified vendors to send information / documents in predefined forms for evaluation.

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Prepare vendor evaluation criteria for the category in consultation with quality, engineering, and project management & control departments.

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Check details of forms submitted by vendor for their completeness and validity of documents.

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Coordinate with Quality/Engg /User team for vendor assessment if required.

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If the vendor is qualified based on the vendor evaluation criteria, update approved vendor list & communicate to vendor.

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Populate required data and documents into MDG/Ariba system to get vendor code created in SAP.

Supplier/ Vendor Performance Management

Contribute to performance evaluation, management, and development planning of suppliers/ vendors for assigned category by partaking in activities such as:

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Preparation of vendor segmentation matrix based on annual spend with the vendor and risks associated.

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Preparation of vendor performance evaluation criteria and frequency of evaluation for each vendor segment

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Assigning performance levels to vendors, review of vendor scorecard, and checking if the performance is meeting desired level.

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In case of satisfactory performance, communicating performance feedback to vendors highlighting improvement opportunities on individual parameters

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In case of unacceptable performance, communicating performance to vendor & planning discussions to identify actions required for performance improvement.

Supplier/ Vendor Engagement

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Establish strategic partnerships with suppliers/ vendors of assigned category which will benefit Adani from a long-term perspective and effectively leverage them for value additions to business.

Data management

Data Analytics

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Assist in collation and analysis of data related to various procurement activities (e.g., commodity analysis, supplier debugging, etc.) for respective categories.

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Identify and seek opportunities to improve efficiency and value by analyzing data.

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Contribute to action planning and implementation based on data analytics performed for assigned categories.

Risk Management

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Assist in identifying all procurement risks for assigned categories (using master list of procurement risk, supply market analysis, long term procurement plan, annual procurement plan and project risk register).

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Provide support in evaluation and prioritization of the identified risks on their likelihood, impact, and controllability.

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Contribute to the preparation of risk mitigation plan and update of the category risk register.

Key

Internal

External

Work closely with relevant internal stakeholders to complete the ordering within the estimated cost, approved budget, and time schedule.

Interact with existing partners and vendors to reinforce working relationship, strengthen collaboration, track, bids & project deliveries and mitigate risks if any

Partner with the Finance & Accounts team for driving payment,

and signoffs.

Interact with potential suppliers/ vendors and build strategic relationship with them with the objective of leveraging them for business advancement in the future.

Interact with Quality /User/Engg/Admin/HR/Business Team for vendor assessment/development and other technical matters related to procurement

Key Result Areas & Key Performance Indicators (KPI)

Core Procurement

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(No.) PR Pendency as per applicable SLA

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(INR) PR Pendency as per applicable SLA

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% adherence to budget allocated for assigned category purchase as per plan

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Percentage adherence to purchase lead times.

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Reduction in costs through localization of buying

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Reduction in costs on account of alternate sourcing

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Reduction in costs due to VA VE (Value Analysis Value Engineering) initiatives

Associated Procurement Activities

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Adherence to the purchase related SOPs

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Adherence to timelines for preparation and submission of purchase related MIS

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Adherence to TAT for responding to queries of Internal Departments/ Vendors.

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Adherence to TAT for issue of purchase orders

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Adherence to timelines for preparation and submission of Department MIS

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Adherence to Department SOPs

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Accuracy and comprehensiveness of purchase related documentation

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Contributions made to Knowledge Management initiatives in the Department per year.

Supplier Management

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For assigned category/ categories

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(%) Assessment of capability of existing/potential suppliers as per the plan.

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(%) Implementation of countermeasures by the suppliers to augment their capabilities.

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(%) Adherence to the SLAs by the suppliers.

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(%) Release of supplier payments as per the timelines.

Job Profile

Education

Bachelor's degree in in any discipline , preferably with MBA

General Experience

More than 9 years of experience in admin related procurement - Housekeeping, catering, event management, and miscellaneous purchase - raincoat, shoes, umbrella etc.,

Technical Experience

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Hands-on experience in executing contracts and entering, into commercial transactions for Soft and Shared Service Contact Management.

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Experience in working with e-procurement systems and tools (SAP, Ariba, and other financial reporting tools, contract management tool, reverse auctions, etc.)

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Demonstrate methodical and precise approach towards commercial and contractual execution.

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Knowledge of the overall purchasing process, strategic sourcing, and procurement related systems and supplier relationship management

Basis the type of Category/ Categories, knowledge and experience of Admin and HR procurement/contract management may be required.