Executive - Purchase

Job Title Executive- Purchase Department / Division Finance & Accounts External Interface (Enlist external agencies/authorities that you are required to deal with while discharging your duty) Vendors/Service Providers Financial institutions/ Corporate bodies Auditors Statutory/ Regulatory agencies Minimum Qualification (i.e education, training etc.) Graduate Minimum Experience Around 1-3 years of industry experience in the commercial function, with specific exposure to procurement Special Skills/Attributes (required for performing the job effectively) Sound Knowledge of Accounting Standards & Systems Understanding of Statutory/Regulatory Compliance Management Good Knowledge of ERP & Software packages Overall Purpose/Objective Of the job Responsible for efficient procurement operations for the Center including developing a comprehensive vendor base, prompt processing of purchase indents and raising of purchase orders / work orders, sound documentation and accurate payment to vendors within defined timelines Key Responsibilities (List major responsibilities, that you have, to achieve the key objectives) Prepare a comprehensive database with function/department wise information about each vendor/ service provider and keep it updated from time to time. Conduct the background check on the proposed vendor profiles, including obtaining references from earlier clients Assist the Manager in negotiating with identified vendors/agencies for various departments and also finalizing the contract with various suppliers and vendors in coordination with concerned departments and legal Support continuous monitoring of Supplier / Vendor performance by carrying out periodic techno-commercial audits Adhere to defined procedure for processing indents, conduct first level of negotiations in case sourcing from outside pre-agreed rate contracts, agree payment terms with vendor-delivery schedule/ job completion date, performance retention amount in line with the corporate policy Post finalization of rate, raise Purchase Order(PO)/ Work Order(WO) containing the technical specification, price, applicable quality standards, quantity, delivery schedule and all other necessary terms and conditions Monitor the delivery process/ job, ensuring that the delivery schedule/ work order is being executed as planned Develop and implement risk mitigation / back-up plans in the event of delivery disruption Ensure preparation of daily indent status for review of UFC, Support preparation of the monthly MIS report and maintain proper documentation across all stages of the purchase operations Verify the invoices for completeness and correctness as per prescribed checklist of supporting and statutory documents and approvals required