Job Summary:
The Sr. Executive / Assistant Manager Purchase will be responsible for managing end-to-end procurement activities, ensuring the timely availability of materials, engineering spares, consumables, and services at competitive prices. The role focuses on vendor development, commercial negotiations, cost optimization, inventory and material planning, SAP-based procurement operations, and maintaining compliance with company policies and procurement procedures.
Key Responsibilities:
Purchase & Procurement Operations:
- Manage end-to-end purchase activities, including purchase requisitions, RFQs, quotation evaluation, comparative statements, and purchase order processing.
- Ensure timely procurement of raw materials, packing materials, engineering spares, consumables, and other plant requirements.
- Coordinate with user departments to understand material specifications, quantities, delivery schedules, and purchase priorities.
- Ensure purchase activities are completed within approved budgets and timelines.
SAP & Purchase Order Management:
- Handle SAP transactions related to Purchase Requisitions (PR), Requests for Quotation (RFQ), and Purchase Orders (PO).
- Create and process purchase orders in accordance with the company's approval matrix.
- Monitor open purchase orders, pending requisitions, supplier commitments, and delivery schedules through SAP.
- Maintain accurate procurement records and generate purchase-related reports from SAP.
Vendor Development & Negotiation:
- Identify, evaluate, and develop reliable suppliers for materials, spares, and services.
- Negotiate prices, payment terms, delivery schedules, freight, warranties, and other commercial conditions.
- Prepare quotation comparisons and conduct commercial evaluations to select suitable suppliers.
- Monitor vendor performance based on quality, cost, delivery, service, and responsiveness.
- Develop alternate suppliers to reduce procurement risks and improve cost competitiveness.
Inventory & Material Planning:
- Coordinate with Stores, Production, Maintenance, and Planning teams to ensure material availability.
- Monitor stock levels, material consumption, reorder requirements, and critical spare availability.
- Follow up with suppliers to prevent material shortages and production disruptions.
- Support inventory optimization and reduction of excess or non-moving stock.
Cost Optimization:
- Identify opportunities for cost reduction through negotiation, alternate sourcing, and supplier development.
- Analyze historical purchase prices, market trends, and supplier quotations.
- Implement cost-saving initiatives without compromising quality, specifications, or delivery requirements.
- Track purchase cost savings and cost-avoidance initiatives.
Cross-Functional Coordination:
- Coordinate with Production, Maintenance, Quality, Stores, Finance, and other departments for procurement requirements.
- Resolve issues related to material specifications, delivery delays, supplier quality, and commercial terms.
- Coordinate with Finance and Stores regarding goods receipt, invoice discrepancies, and vendor payment queries.
- Ensure timely communication with stakeholders regarding purchase order status and material availability.
MIS Reporting & Documentation:
- Prepare and maintain purchase MIS reports, open purchase order reports, pending PR reports, and vendor performance reports.
- Maintain records of quotations, comparative statements, negotiations, purchase orders, and supplier documentation.
- Track procurement expenditure, savings, delivery performance, and outstanding orders.
- Ensure procurement documentation is complete and available for internal and external audits.
Compliance & Audit Support:
- Ensure adherence to company procurement policies, approval procedures, and the delegation of authority.
- Maintain proper documentation for internal audits, statutory requirements, and applicable management system standards.
- Support vendor assessments, procurement audits, and corrective action implementation.
- Promote ethical purchasing practices, transparency, and confidentiality in all procurement activities.
Vendor & Spare Management:
- Coordinate with suppliers and service providers for timely delivery, repairs, servicing, and maintenance-related requirements.
- Maintain an updated supplier database and critical vendor information.
- Monitor supplier lead times and ensure timely resolution of supply-related issues.
- Support the identification and procurement of critical engineering spares to minimize plant downtime.
