Procurement Executive

Role Purpose:

Procurement Executive is responsible for executing transactional and operational procurement activities within a defined category, including issuing RFQs, processing purchase orders, following up with vendors, and ensuring documentation accuracy. This role supports the category lead by coordinating with internal stakeholders, tracking deliveries, and maintaining compliance with procurement standards, thereby contributing to the efficient and timely acquisition of materials and services.

Roles & Responsibilities:

Purchase Requisition Processing:

Review and convert approved purchase requisitions into Requests for Quotation (RFQs) or Purchase Orders (POs) after thorough validation of item specifications, quantities, and required approvals.

Ensure that all commercial and technical details are accurately captured, aligned with procurement policies and category strategies.

Leverage data analytics to suggest procurement interventions, identify opportunities for optimization, and provide category-specific recommendations for cost, delivery, or quality improvement.

Vendor Coordination & Follow-up:

Coordinate with vendors for quote submission, clarifications, and material delivery.

Follow up for documentation, test reports, and certifications.

Support the preparation of the supplier segmentation matrix, Supplier performance evaluation criteria and frequency for each supplier segment, and supplier scorecards.

Evaluate and report on quality of materials / service procured vis--vis defined standards and execute corrective action as required at supplier end.

RFQ & Technical Document Preparation:

Assist in preparing comprehensive RFQ packages, ensuring inclusion of all relevant technical specifications, terms, and required documentation.

Ensure consistent formatting of vendor responses and timely dissemination of drawings, specifications, and offer details to relevant stakeholders for technical and commercial evaluations.

Order Tracking & Expediting:

Monitor the status of issued POs by tracking delivery schedules, milestones, and dispatch details on a continuous basis.

Identify and escalate delays proactively, coordinating with vendors to expedite shipments and ensure adherence to committed timelines.

Update ERP systems and procurement tracking tools with real-time order status to ensure transparency and smooth downstream processes.

Documentation & Compliance:

Maintain comprehensive documentation for each procurement activity, including RFQs, vendor quotations, comparative statements, POs, inspection reports, and correspondence.

Ensure that all documentation complies with audit requirements and internal control guidelines.

Monitor approval workflows and maintain structured filing systems (digital or physical) for traceability and regulatory compliance.

Coordination with Internal Teams:

Collaborate with Quality Assurance / Quality Control (QA/QC) and stores personnel for Goods Receipt Note (GRN) issuance and inspection coordination.

Share timely updates on vendor performance, delivery schedules, and any deviation resolutions.

Address and resolve operational or site-level procurement issues, acting as a bridge between vendors and internal stakeholders.

Reporting & Analytics Support:

Prepare and share daily, weekly, and monthly Management Information System (MIS) reports covering PO status, deliveries, and procurement health indicators.

Support category leads with data-driven insights on cost trends, savings realization, vendor performance, and procurement efficiency metrics.

Ensure accuracy in data consolidation and highlight any deviations or improvement areas for proactive action.

Educational Qualifications:

Bachelor's degree in Engineering in Civil / Electrical / Mechanical / Instrumentation. Masters Degree in SCM / Project Management / Operations Management is preferred

Work Experience:

7+ years of category-specific procurement experience in infrastructure, EPC, or industrial projects

Deep understanding of various bidding process (TBCB, limited tender, open tender, conventional, any specific strategy etc.), prepare vendor selection approach and vendor evaluation criteria depending on the nature of the Sub-category

Proficiency in category strategy, Logistics, Supply Chain and Material Management ,vendor management, and working knowledge of SAP, SLM, ARIBA, or equivalent e-Auction platforms