Purchase Officer

Key Responsibilities :

Purchase Order (PO) Management

l Assisting in Purchase committee meeting and collection of quotations from potential suppliers

l He will be responsible for recording the purchases committee minutes and preparation of comparative statements.

l Raise, review, and issue Purchase Orders in the ERP system as per approved requisitions.

l Ensure all POs are accurate (item codes, quantities, pricing, delivery terms).

l Monitor PO approvals and follow up with stakeholders for timely sign-off.

l Communicate POs to suppliers, and confirm order acknowledgment.

l Coordinate in procurement process till all deliveries are complete and POs are closed within stipulated time.

Goods Receipt Note (GRN) / Receiving

l Coordinate with the warehouse, stores, or inventory team to verify incoming goods/services.

l Match received goods with POs and GRNs in the ERP.

l Raise GRNs / delivery receipts in the ERP system to reflect goods receipt.

l Investigate and resolve discrepancies (short-delivery, damaged goods, incorrect items) with suppliers.

Vendor Management

l Build and maintain strong relationships with existing and new suppliers.

l Negotiate terms, pricing, lead times, and payment conditions.

l Evaluate supplier performance (quality, on-time delivery, compliance) and provide feedback.

l Conduct periodic vendor reviews / sourcing for cost optimization.

Procurement Strategy & Forecasting

l Work with internal stakeholders (production, operations, finance) to understand demand and procurement needs.

l Prepare procurement plans, forecasts, and reorder schedules based on consumption, lead time, and buffer stocks.

l Identify cost-saving opportunities, alternative suppliers, and consolidation strategies.

ERP System Management.

l Operate and maintain the procurement module within the ERP system (e.g., Asset Infinity ,Space basics or any in-house ERP).

l Ensure item master data (vendor, item codes, pricing) is correctly maintained in ERP.

l Generate and analyze procurement reports from ERP (e.g., open orders, aging POs, GRN reports).

l Support ERP system improvement or implementation related to procurement (e.g., process automation, user training).

Compliance and Documentation.

l Ensure procurement follows company policies, approval matrices, and internal controls.

l Maintain accurate documentation for all procurement transactions: PRs, POs, GRNs, invoices, supplier contracts.

l Support internal and external audits by providing required procurement records.

l Implement best practices in procurement, including sustainable sourcing and ethical vendor selection.

Collaboration & Continuous Improvement.

l Work cross-functionally with finance, operations, quality, and logistics to resolve issues and streamline process flows.

l Drive continuous improvement in procurement processes to reduce lead times, costs, and risks. Mentor and guide junior procurement staff.

Required Skills & Qualifications :

Education: Bachelors degree in Supply Chain Management, Business Administration, Finance, or related field.

Experience: 8-10 years in procurement / purchasing role, preferably in universities or Any other Educational setups / large operations.

ERP Experience: Proven hands-on experience with ERP procurement modules (e.g., Asset Infinity, SAP ,Space Basics, Microsoft Dynamics, or equivalent).

Technical Skills:

l Strong understanding of PO-to-pay processes.

l Knowledge of inventory management, GRN, and vendor reconciliation.

l Excellent MS Excel skills (for reporting, analysis).

Soft Skills:

l Strong negotiation and supplier management skills.

l Good analytical, problem-solving skills.

l Excellent communication and stakeholder management.

l Attention to detail, accuracy, and process orientation.

Other: Ability to work under pressure, prioritize tasks, and meet tight deadlines.

Performance Metrics / KPIs

l Percentage of POs processed without errors.

l GRN accuracy (discrepancy rate between received and ordered items).

l Supplier on-time delivery rate.

l Cost savings through negotiation / sourcing.

l ERP data accuracy (PO, item master, vendor master).

l Cycle time for procurement (requisition to PO, PO to GRN).

Reporting / Communication

l Prepare monthly / quarterly procurement reports (spend analysis, open POs, pending GRNs).

l Update senior management on procurement risks, vendor performance, and cost-saving initiatives.

l Conduct vendor meetings / reviews