Senior Buyer

Job Description
Job Role:
Buyer

Job Role ID
SECTION I: BASIC INFORMATION ABOUT THE JOB ROLE
Job Role Variant:
Senior Buyer

Manager Job Position:
Buying Manager

Job Position ID
Value Stream:
Money, Materials & Compliance

Job Family:
Procurement & Contracts

Sub-Job Family:
Procurement & Contracts

Grade/Level
Location:
SECTION II: PURPOSE OF THE ROLE
To execute the ordering, delivery and contract management process for materials / equipment as per established specifications, budget, qualitative and quantitative standards by identifying, selecting, negotiating and managing vendors, in line with overall MM&C guidelines, objectives and goals

SECTION III: KEY RESPONSIBILITIES AND ACCOUNTABILITIES OF THE ROLE
Responsibilities
Policies, Processes and Procedures

• Conduct day-to-day procurement activities and follow all relevant policies, processes, standard operating procedures and instructions so that procurement work is carried out in a consistent and controlled manner
• Keep self abreast with leading practices, market trends, market suppliers and contribute to the identification of continuous improvement of procurement systems, processes and procedures

Procurement & Contracting Operations

• Liaise with the end user on the monthly/ quarterly annual procurement plans
• Review the purchase requisitions (PRs) for understanding technical specifications, delivery timelines, budget, qualitative and quantitative parameters
• Prepare internal cost estimates (ICE) as per established guidelines, process and procedures
• Evaluate offers on techno-commercial aspects and evaluate areas of opportunity and seek for reducing costs where possible in line with set procedures and guidelines
• Conduct negotiation with the vendor for a specific category of item and give details to Buying manager for finalizing the deal with the vendor in line with specified cost, quality and delivery targets
• Oversee the end-to-end award lifecycle of the contracts and engage in strategic preparation for ARCs, one time contracts etc.
• Prepare the term sheet/ note for approval with recommendation for placement of purchase orders (POs) and RFQs (Request For Quotation) as per procurement guidelines and contractual demands
• Coordinate/follow up with vendors for technical and commercial offers, offer evaluation and technical validation
• Order finalized items and make appropriate entries in SAP system as per established instructions and procedures
• Provide timely response and resolution of internal and external audit issues related to procurement and escalate to Buying Manager on need basis
• Ensure POs and work order close out by resolving issues related to Goods Receipt Note (GRN), invoicing, payment and final documentation.
• Co-ordinate with the logistics team for freight forwarders and EXIM team for custom clearance
• Drive and oversee the contract closure process including closeout meetings, contractor performance, observations on safety and final payment

Vendor Management

• Identify probable vendors, evaluate capabilities, assess risks and qualify as per established standards, goals & objectives
• Float enquiries for the assigned items (depending on the user requirement) in line with given specifications, budget and quality requirement
• Match the technical requirements given by the user vis-a-vis the requirements given by the vendor for accuracy and raise any shortcomings to the buying manager as per the set guidelines
• Follow up and ensure delivery of materials / equipment as per targeted dates and organization requirements
• Prepare QCS (Quotation statement preparation) and negotiate with vendors on technical and commercial terms and conduct final negotiation through reverse auctions, prepare note for approval and conduct work order creation in SAP
• Assess vendor performance in line with set standards and contract compliance and ensure timely payment to vendor
• Guide Buyers on identification, selection, negotiation and management of vendors in compliance to established procedures, policies and company guidelines
• Co-ordinate with category teams and ARC teams for negotiation strategies and vendor development & review opportunities to make business savings utilizing negotiation and procurement best practice tools and methods
• Conduct (RAs) Reverse Auctions for procurement of assigned category and maintain ARCs for the same
• Conduct closeout meeting with vendors, discuss their performance feedback and share any observations on account of safety lapses, balance reconciliation etc.

SECTION IV: SUCCESS METRICS

• Procurement as per the project requirements
• Cost management (Number of RAs conducted)
• Timely liquidation of PR as per requirements and value of PR
• Vendor development and management (timely vendor payments)
• Timely delivery and completion of ordering as per project plan
• Maintenance of ARCs (Annual Rate Contract) / Common ARC for assigned categories and items

SECTION V: OPERATING NETWORK
Internal:
P&C, AP Team, MM&C, FC&I, Asset Operations, Engineering, Project Team, Logistics & EXIM, Site Stores, Digital Platform and Process Validation teams etc.

External:
Contractors, Consultants, BARC and Vendors, etc.

SECTION VI: KNOWLEDGE AND COMPETENCIES
Education Qualifications

• Bachelor of Engineering / Bachelor of Technology (Mechanical / Electrical / Chemical / Civil / Instrumentation / Electronics) and MBA/Diploma in Materials Management

Experience

• Minimum 4 - 5 years of experience in category based purchasing

Functional / Behavioral Competencies Required To Execute The Role
FUNCTIONAL COMPETENCIES
SECTION VII: CAREER MOVEMENTS
Feeder Roles:
Buyer

Possible Next Role Movement:
Buying Manager