Senior Purchase Executive

Role & responsibilities

JOB PURPOSE

The role holder is responsible for ensuring timely, cost-effective, and compliant procurement of engineering materials, spares, consumables, and related services at the site level. The role focuses on maintaining uninterrupted material availability to support maintenance, projects, and operations while adhering to company procurement policies, cost optimization, and quality standards.

KEY RESPONSIBILITIES

Strategy & Planning

1. Understand site-level engineering material requirements and plan procurement schedules in coordination with Engineering and Maintenance teams.

2. Contribute to cost optimization by identifying opportunities for rate standardization, alternate sourcing, and bulk procurement.

3. Maintain an updated database of approved vendors and market trends for key engineering materials.

4. Support the Purchase Head or Site Lead in preparing material forecasts and procurement budgets.

Process & Execution

1. Receive and verify purchase requisitions (PRs) for correctness and completeness.

2. Float enquiries, collect quotations, and prepare comparative statements (techno-commercial).

3. Negotiate with vendors for competitive rates, delivery timelines, and payment terms.

4. Process and release purchase orders (POs) in ERP/SAP as per defined approval matrix.

5. Coordinate with Stores and Engineering for material receipt, inspection, and GRN generation.

6. Ensure timely follow-up with vendors for dispatch, logistics, and delivery confirmation.

7. Track open POs and ensure closure within defined timelines.

Compliance & Regulatory

1. Ensure adherence to company procurement policies, approval limits, and documentation standards.

2. Maintain all purchase records, vendor communications, and supporting documents for internal and statutory audits.

3. Ensure compliance with safety, quality, and environmental standards in procurement of materials.

4. Verify vendor credentials and certifications as per company norms before order placement.

5. Support finance and audit teams during verification of bills, PO, and payment processing.

Stakeholder Management

1. Coordinate effectively with cross-functional teams Engineering, Maintenance, Projects, Stores, and Finance for end-to-end material management.

2. Liaise with vendors for timely supply, quality compliance, and issue resolution.

3. Escalate critical supply delays, quality concerns, or vendor non-performance to higher management.

4. Maintain transparent and professional communication with all stakeholders to ensure smooth operations at site.

5. Build and sustain strong relationships with local suppliers for dependable sourcing.

KEY INTERACTIONS

Internal:

1. Production and Engg.Team: The role holder uses his/her influence in pursuing and delivering messages to a diverse audience with varying priorities

2. Admin Team The role holder uses his/her influence in pursuing and delivering messages to a diverse audience with varying priorities

3. Safety Team The role holder uses his/her influence in pursuing and delivering messages to a diverse audience with varying priorities

Preferred candidate profile

Minimum Education Qualification:

Minimum Experience (in Years):

Certifications / Skills Required, if any:

Key Competencies

Functional

1. Sound knowledge of engineering materials, mechanical/electrical/instrumentation spares, and industrial consumables.

2. Strong understanding of procurement processes, tendering, and commercial terms.

3. Proficiency in SAP systems for PR, PO, and GRN transactions.

4. Competence in vendor evaluation and comparative cost analysis.

5. Strong MS Excel and documentation skills for reporting and MIS.

Behavioural

1. Strong negotiation and communication skills.

2. Analytical and detail-oriented approach.

3. Proactive follow-up and problem-solving mindset.

4. Integrity and ethical conduct in all dealings.

5. Teamwork, coordination, and collaboration across departments.