Purchase Executive

_**Job Description**_
- Forecast with Marketing to maintain stock/bulk procurement of Raw Material for Spare orders.
- Receive Monthly Tonnage Plan from Planning on 25th and complete procurement action before 5th (except packing material).
- All indents (Packing Steel, Packing Wood, Paint Material, Welding Consumable) must be received on 25th of every month for the Rolling Despatch Plan.
- Raw Material procurement must be on Fixed Length Basis wherever possible.
- Develop at least 3 suppliers for each grade based on Cost/Quality/Delivery/History for the Rolling Dispatch Plan.
- Revalidate the 3 Suppliers (Gradewise) every month based on Rolling Despatch Plan.
- Purchase Requisition Slip (PRS) along with Technical Delivery Condition (TDC) (if applicable) shall be reviewed before initiating enquiry.
- External provider shall be requested to furnish the following along with the offer. 1. Price Basis 2. GST if applicable 3. Other charges - such as packing & forwarding, freight, insurance, inspection charges etc., 4. Offer validity 5. Inspection by RIBO/TPI /Customer.
- Enquiry shall also be sent on a single tender basis, depending on the nature of the item, reputation of external provider and customer preference.
- Enquiry shall also be sent to unapproved external provider and registration of the unapproved external provider shall be completed.
- Prepare supplier offer against ERN & TDC for the Budgetry Offer.
- Enquiry to Budgetary offer to be completed in 3 days.
- Price offer (with valid time period) received for budgetry offer shall be used for comparative statement.
- Evaluate Supplier offer against ERN & TDC and perform commercial negotiation.
- Negotiated or L1 Raw material price must be given to Marketing for the budgetary offer.
- External Provider Information shall be collected based on Supplier interaction and the External Provider Registration shall be applicable for materials that affect the final product.
- Quality Assurance Plan / Drawing / Data Sheet shall be obtained from external provider (wherever required) and forwarded to Quality Process for verification and approval.
- Approved QAP shall be forwarded to external provider for further processing. Technical requirements with respect to quality, quantity, specification, make etc., shall be clearly specified in the enquiry.
- Technical clarifications if any, shall be clarified from the respective indenters and shall be communicated to the external provider.
- Trader purchase to be explored for MOQ supplies. Comparative statement (RIBO-IMS/PU/FM-04)* shall be prepared based on external provider quotations.
- Previous Purchase Order rates shall be compared with Current Rate quoted by the external providers. If the prices are high, send a counter offer to external provider for their acceptance.
- Verbal negotiation / acceptance is also considered for price comparative if required. Apart from price, delivery & payment terms shall also be negotiated. External provider selection shall be recommended with Cost-Benefit Analysis (CBA) and recorded in the comparative statement for final approval from Head-Materials.
- Order shall be released only after final approval from Head - Materials.
- Vendor evaluation based on Checklist. Selection of Vendor based on CBA and RYG to avoid defective supplies.
- Deliver Raw Material at Vendor site or Procurement to be done as boughout item.
- Order placement to be consolidated for select Green Suppliers, so that they respond quickly. Rate approval shall be prepared for repeated purchases from the same external provider.
- Prepare Purchase Order / Work Order with adequate Specifications, Terms & Conditions. IMS / Legal requirements shall be communicated to the external service provider relevant to the supply.
- Purchase Order shall be released only to approved & registered external providers.
- Prepare Advance payment request for Purchase Order / Work Order / Pro-forma Invoice.
- Emergency purchases shall be carried out with the approval of CEO. Regularization of purchase shall be carried out, after the procurement is done.
- Supplier Rolling schedule and Heat Treatment schedule must be monitored closely.
- Engage dedicated chaser & inspector for Supplier escalation and follow-up before dispatch for On-Time delivery.
- Follow up shall be carried out with indentor / stores department / external provider for timely supply of materials as per the Rolling Despatch Plan.
- Inprocess quality control to be done at Supplier end before dispatch in incase of Inconsistent Supplier.
- On readiness of material at external provider premises, inspection shall be carried out at external provider premises either by RIBO / Customer on conformance to PO, TDC & QAP, taking in to account the inspection waiver given based on TC / Test Reports.
- In case of inspection waiver, Stores Inward Inspection shall be carried out and ensure that it meets the PO & TDC requirements. On readiness of material and completion of inspection by RIBO / Custo