Procurement Manager

Contact 7977772682

1.0 JOB ROLE

Execute approved procurement activities to ensure the timely availability of conforming materials and services at the agreed price, quality, quantity and delivery terms while maintaining accurate supplier, purchase and performance records.

2.0 KEY RESPONSIBILITIES

2.1  Review every approved purchase requirement and verify the material or service description, specification, quantity, required delivery date and other necessary details before proceeding.

2.2  Check available stock, pending purchase orders and existing commitments, where applicable, to avoid duplicate or unnecessary purchasing.

2.3  Identify suitable suppliers and follow the approved process for supplier evaluation, addition and periodic performance monitoring based on quality, delivery, service and response.

2.4  Obtain quotations, prepare documented comparisons covering price, taxes, freight, payment terms, delivery, warranty and other commercial conditions, and negotiate within authorized limits.

2.5  Prepare accurate purchase orders and amendments, verify all technical and commercial details, and issue them only after the required approval. Do not make verbal, commercial or financial commitments without authorization.

2.6  Obtain supplier acknowledgement and committed delivery dates, monitor open purchase orders until receipt and immediately communicate expected delays, shortages, price changes or other risks to the concerned personnel.

2.7  Coordinate with Stores, Quality, Production, Accounts, the requesting department and the supplier for receipt, inspection, acceptance, invoice verification and payment processing, including resolution of quantity, price, tax, freight and payment-term differences.

2.8  Obtain and maintain complete supplier and procurement documents, including quotations, approvals, purchase orders, challans, invoices, test certificates, warranty records, inspection reports, rejections, replacements and closure details in ERP or the approved system, and provide traceable records during audits.

2.9  Communicate Quality-reported rejection or non-conformity details to the supplier and follow up for approved replacement, rework, credit note or corrective action. Do not independently change or overrule a Quality decision.

2.10  Maintain the confidentiality of quotations, prices and supplier information, declare any conflict of interest and do not accept unauthorized gifts, benefits, commissions or favours.

2.11  Emergency or urgent purchases shall follow the applicable emergency-purchase approval and documentation process and shall not bypass required technical or management authorization.

2.12  Do not independently approve technical equivalence, alternative makes, substituted materials or deviations from approved specifications.

2.13  Verify that received quantities, pending quantities, rejected quantities, replacements and purchase-order balances are correctly updated before closing a purchase order.

2.14  Follow up on advance payments only against approved terms and maintain records for adjustment of the advance against material receipt, invoice and purchase-order closure.

2.15  Ensure that supplier master details, bank details, tax information and other critical supplier information are created or changed only through the approved verification and authorization process.

2.16  Keep the assigned workstation or desk clean and properly arranged, and keep all tools, equipment and computers used in clean and good condition.

2.17  Make every reasonable effort to complete assigned work using available information, approved resources, personal knowledge and problem-solving ability. When guidance is needed, explain the difficulty, options checked and actions taken to the concerned senior. Report safety, quality or approval concerns immediately.

2.18  Perform other procurement-related duties assigned by the applicable senior within demonstrated competence and authorized responsibility.

3.0 AUTHORITY

3.1  Carry out approved procurement activities within the assigned responsibility and demonstrated competence.

3.2  Communicate and negotiate with suppliers within authorized limits and recommend suppliers, prices and commercial terms based on documented comparison and evaluation.

3.3  Request clarification, return an incomplete purchase requirement, or hold and escalate procurement processing when specifications, approvals, commercial terms, supplier information or authorization are incomplete, unclear or incorrect.

3.4  Escalate critical shortages, delivery delays, supplier failures, abnormal price changes and other procurement risks.

3.5  No authority to approve own purchase requirements, supplier concessions, technical deviations, unapproved price changes or commitments beyond the assigned authorization limit.

3.6  No authority to overrule a material rejection or acceptance decision made by authorized Quality personnel.

4.0 SKILLS AND COMPETENCIES

4.1  Purchase requests, purchase orders, quotations and commercial documentation.

4.2  Supplier sourcing, evaluation, quotation comparison, negotiation, commercial awareness and delivery follow-up.

4.3  Basic understanding of taxes, freight, payment terms, warranties and delivery conditions.

4.4  Understanding of relevant material and service specifications and coordination of technical clarification with the concerned department.

4.5  ERP operation, spreadsheet use, accurate data entry, supplier evaluation and record control.

4.6  Understanding of incoming inspection, rejection, replacement and corrective-action processes.

4.7  Communication, coordination, problem-solving, confidentiality, integrity and ethical purchasing practices.

5.0 QUALIFICATION AND EXPERIENCE

5.1  Qualification, experience, level of independence, negotiation responsibility, approval authority and supplier-management responsibility shall depend on the applicable designation, grade, demonstrated competence and authorization given by management.

5.2  A graduate or diploma in Commerce, Supply Chain, Business Administration, Engineering or a relevant field is preferred

5.3  Relevant practical experience or demonstrated competence may be accepted for trainee, assistant or junior positions.

5.4  Experience in industrial procurement, supplier coordination, ERP operation or purchase documentation

5.5  Familiarity with electrical, electronic and mechanical materials will be an advantage.

6.0 KEY PERFORMANCE INDICATORS (KPIs)

6.1  Timely processing and follow-up of approved purchase requirements, subject to the availability of complete specifications, approvals and required commercial inputs.

6.2  Purchase accuracy covering specification, quantity, price, taxes, delivery terms and approval requirements.

6.3  Control and timely closure of overdue orders, shortages, supplier rejections, replacements and corrective actions.

6.4  Accuracy and completeness of ERP entries, purchase records, supplier records and supporting documents.

6.5  Supplier performance relating to quality, delivery, service, response and agreed commercial conditions.

6.6  Compliance with authorization limits, ethical purchasing, confidentiality, workstation cleanliness, record-keeping and applicable procedures.