Summary:

Ensures the smooth functioning of the procurement and purchasing operations. This will be achieved through receiving and reviewing materials request from different departments, contacting relevant suppliers for quotations, negotiating prices and preparing LPOs. Also ensures the timely delivery of materials to the warehouse as well as to the project locations. Performing all the transactions in the ERP including but limited to, MRs, Pos, DNs, supplier invoices etc. Preparing relevant reports as requested by the head department.

Specific Responsibilities

· Receiving and Review the Sub-contracting requests as well as material requests from different departments for the preassigned approvals.

· Maintain supplier’s records and performances assessments (Suppliers/ subcontractors registrations/ screening).

· Assists the commercial / estimation department in obtain quotes for the urgent tenders.

· Clarify the contract requirements and assists in conflicts resolution.

· Assist in obtaining all required samples. Analyze sample with the related departments to ensure the correct quality and specifications of the required items/materials.

· Obtain comparative prices from the registered suppliers/ sub-contractors. Negotiate the specifications, contract terms, service scope, payments terms, price and make necessary comparisons to select successful suppliers based on the “best buy” principle.

· Prepare AMC documents, as per as legally defined terms/conditions, review sign and submit to the PM, FM and further to the GM for respective approval.

· Ensure the on-time material/service deliveries up to the required standards and maintain records of all service reports duly signed by FE/FM and concern HOD.

· Follows up on material/services not delivered on time and coordinate with concern person/parties for necessary action.

· To attend sites requests and complaints related to the subcontractor’s services and communicate the same to the service provider as well as to the procurement manager for the necessary actions.

· Notify the concern department before the expiry of service contracts, to ensure timely renewals without interruption of services.

· Prepare POs as and when required.

· Handle all the confidential files of the department as well as maintain the records and renewals of all necessary certificates of the company and inform the concerned personnel, if due for renewal.

· Keep track of all new contracts, renewal contracts, amendments, addendums and terminations.

· Coordinate with the finance department for the timely payments of the suppliers.

· Prepare weekly/monthly reports of all purchases completed during the week/month and submit to the head of department.

· Maintain more than 5 (five) suppliers for each product/service.

· To improve supplier relations by submitting them occasional greetings/appreciations.

· To maintain cordial relation with all concern departmental teams andAny other tasks assigned by the HOD.