Store & Purchase Officer

4 weeks ago

Indore India Medicaps University Full time

Job Description Qualifications Essential: - Graduate in any discipline (preferably Commerce / Management / Engineering). - Minimum 5 years of relevant experience in purchase, procurement, and inventory management. - Good knowledge of University purchase procedures. - Proficiency in MS Office, ERP or inventory management software. Desirable: - Postgraduate degree or diploma in Materials Management / Supply Chain Management / Business Administration. - Experience in educational institutions, public sector, or large organizations handling store and purchase functions. - Familiarity with audit and stock verification procedures. KRA - 1. Procurement Planning & Budgeting - Prepare annual and quarterly procurement plans based on departmental requirements and approved budgets. - Ensure timely processing of indents and purchase requisitions. - Coordinate with Finance and concerned departments to ensure budget availability before purchase. 2. Vendor Management - Identify, empanel, and evaluate vendors as per university norms. - Maintain an updated and approved vendor database. - Obtain quotations and ensure vendor compliance with terms and conditions. 3. Tendering and Procurement Process - Prepare and float tenders, RFQs, and comparative statements as per procurement policy. - Ensure transparent and compliant purchase procedures (University norms). - Coordinate with Purchase Committee for evaluation and finalization. 4. Purchase Order & Contract Management - Prepare and issue Purchase Orders (POs) accurately and promptly. - Monitor PO execution, delivery timelines, and quality of goods/services. - Maintain records of contracts, warranties, and AMCs. 5. Inventory & Material Management - Coordinate with Stores for receipt, inspection, and issuance of materials. - Maintain stock registers and ensure optimal inventory levels. - Facilitate disposal of obsolete/scrap material. 6. Compliance & Audit - Ensure all purchases comply with university policies and audit standards. - Maintain complete documentation for audit and statutory purposes. - Address and resolve audit observations promptly. 7. Coordination & Reporting - Liaise with departments for requirement clarification and delivery follow-up. - Submit periodic reports on procurement status, pending indents, and vendor performance. - Support management with data for decision-making. - Interdepartmental coordination and Head Office Coordination of the University 8. Cost Efficiency & Value for Money - Ensure cost-effective procurement through negotiation and market comparison. - Identify opportunities for savings and process improvement.

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