Procurement Specialist

Role & responsibilities

This position exists in order to perform Purchase related functions, with the objective of purchase of items, Spares and services in line with Right Time, Right Quality and Right Price also minimizing purchase of consumable items Purchase/inventory within the limits of organization guidelines, processes and procedures.

Major Activities:

1. Service / Vendor Master Maintenance Periodic review service and Vendor Master for duplication and modification in Oracle system.

2. Approval of Selected vendor for Bid- Tendering Validate PR details (item code, service code, scope of work, criticality, approval, etc.). Take decision for vendor selection - Single party, OEM, comparative & committee approach. Review suggested Vendor details as suggested by subordinates In order to ensure Vendor should submit techno-commercial offers before due date on designated email-ids.

3. Vendor selection, Internal Approvals & Placement of Orders Receive bids from vendors. Forward technical details of bids received to user group for technical evaluation. Interact with vendor and discuss clarifications if required. Assist technical department to fill evaluation form. Open commercial bid jointly with finance. Prepare techno-commercial comparative sheet. Select vendor for negotiation. Prepare minutes of meeting. Execute negotiation with vendor with price and contractual terms and conditions. Assemble final price from all vendors. Prepare relevant documents for approval; draft contracts/orders. Provide relevant information on vendors, Initiate and receive approvals from concerned authority as per CMAM, Create contracts/ orders in SAP with appropriate terms & conditions and forward contracts/orders to vendor. Ensure receipt of order acceptance and time execution of contract. In order to select right vendor and fulfil user requirements and place orders timely.

4. Import Consignment Logistic Support & Co Ordination with Custom Handling Agent (CHA) Receive notification from supplier for dispatches. Inform CHA and provide all documents for custom clearance formality in case of Import consignment. Receive and verify custom duty amount from CHA. Forward details to finance for custom duty payment after getting payment approval. Provide assistance to CHA for customs clearance from customs department. Ensure material is covered under insurance policy. Engage transport agency to bring the material at site in safe manner.

5. Internal/ External Audit Preparedness Provide information required by auditors. Report and resolve queries, if any. Execute action plans based on audit findings. Process to be establish for self-auditing. In order to fulfil audit requirements.

6. Vendor Performance Evaluation At at least once in a year Execute Vendor performance evaluation in consultation with Users, Safety, Finance and HR department. In order to ensure Good Vendors during procurement process.

7. Reports Generation Regular Generation of various Reports. Daily Report - Approved indent, Inquiry issued, Order Placement and Pending RFQ status Weekly Report: Key Issues Highlights. Monthly Report: Department Progress Report and Activity Highlights. In order to Management Update and Control.

8. Networking with Vendors Twice in a year Meeting with Key suppliers to be organized for better coordination and establishment of Supplier relationship. In order to Management Update and Control.

Accountabilities:

• Turnaround time for code creation.
• No duplicate code in SAP.
• Turnaround time for Bid preparation.
• Response from vendors before due date.
• Turnaround time for contracts/orders placement.
• Contracts/orders placement on right vendor at right time with right price.
• Turnaround time for clearance of material.
• Delivery of material on respective locations at right time.
• No. of non-conformances/ observations.
• Audit rating.
• Minimise Dispute, good Vendor selection.
• Timely Reporting to Management.

Preferred candidate profile

• 3-8 years of experience into Transmission, Solar & corporate services related procurement experience.