Job
Description
A. Procurement Role i. Operating Expense (OPEX) Procurement 1. Handle procurement of all operational and consumable items within the North Zone. 2. Identify, evaluate, and maintain a reliable network of vendors and suppliers. 3. Float RFQs (Requests for Quotation), collect and evaluate vendor quotations. 4. Negotiate prices, finalize purchase terms, and ensure cost-effective procurement. 5. Process purchase requisitions, prepare and issue purchase orders (POs), and manage approval workflows. 6. Ensure timely delivery of goods/services and follow up with vendors for fulfilment. 7. Coordinate with Finance for invoice processing, GRNs (Goods Receipt Notes), and payment updates. 8. Maintain procurement MIS reports and update OPEX purchase trackers monthly. 9. Ensure all purchases are within budget and follow the defined approval hierarchy. 10. Track inventory levels for office/operational supplies and coordinate with sites for timely replenishment. 11. Maintain detailed records of procurement transactions, vendor communications, and rate contracts. 12. Conduct market research to identify cost-saving opportunities. 13. Monitor vendor performance and address any supply-related issues promptly. ii. Supply Chain Management (SCM) Procurement 1. Manage procurement and issue PO for all biomass-related purchases across the North Zone. 2. Regularly monitor PR requests shared by employees, ensure timely follow ups for approval and release PO. 3. Coordinate with zonal Collection Centers to plan biomass procurement as per plant requirements. 4. Maintain procurement schedules, vendor databases, dispatch logs, and biomass stock trackers. 5. Support the development and maintenance of a transporter database 6. Assist in drafting and managing Fuel Supply Agreements (FSAs) and transporter contracts. 7. Align supply plans with plant operations, logistics, and warehouse teams. 8. Report daily procurement updates and generate weekly/monthly SCM procurement reports. B. Administration Role- i. Office Administration Responsibilities 1. Oversee day-to-day office maintenance and facility management. 2. Liaise with housekeeping, courier partners, and other vendors for regular upkeep. 3. Manage office inventory, assets, utilities, and ensure equipment is functional. 4. Responsible for handling and maintaining all official files of the Zone. 5. Handle petty cash and maintain records of minor admin-related expenses. 6. Compile and report monthly summaries of office expenses and procurement activities. 7. Arrange, Guest house management, travel bookings, accommodation, and local transport for staff or visitors. 8. Support internal/external audits and assist during official visits within the zone. 9. Supervise third-party admin vendors (housekeeping, security, etc.). 10. Ensure timely payments of rent, utilities, and other admin expenses. 11. Coordinate with departments for procurement and administrative requirements. 12. Manage procurement of monthly office supplies, pantry items, and stationery. 13. Maintain records for official vehicles including FASTag, fuel logs, and driver logbooks. 14. Prepare driver duty schedules for planned visits within the zone. 15. Maintain a social calendar of zonal employees and notify the team of upcoming events. 16. Support in organizing company events, meetings, training sessions, or celebrations. ii. Employee reimbursement Management 1. Review and verify employee reimbursement forms for accuracy, completeness, and policy compliance. 2. Maintain detailed records of all reimbursement claims submitted, approved, and processed categorized zone-wise. 3. Forward verified claims to the Zonal Head for approval and coordinate for timely processing. 4. Coordinate with the Accounts/Finance team to monitor reimbursement disbursements and resolve any payment discrepancies. 5. Prepare and share monthly MIS reports on reimbursements with zonal and central management. 6. Act as a point of contact for reimbursement-related queries and communicate any updates to reimbursement policies to employees. iii. Inventory Management 1. Act as Single Point of Contact (SPOC) for inventory-related matters across zonal sites. 2. Coordinate with Plant/Site Heads for stock updates, reconciliation, and compliance. 3. Collect and consolidate inventory reports from all zonal locations. 4. Responsible for organizing and executing QST (Quarterly Stock Taking) AST (Annual Stock Taking) of inventory within the zone. 5. Ensure proper tagging, tracking, and documentation of all inventory items at each site. 6. Verify incoming and outgoing stock entries at the site level. 7. Plan and coordinate annual physical stock audits in collaboration with site and audit teams. 8. Consolidate audit findings and prepare the Zonal Inventory Report with actionable recommendations. iv. Agreement Management Responsibilities 1. Maintain a centralized repository of all zonal agreements (rent, transport, manpower, AMC, etc.). 2. Maintain and regularly update an Agreement Tracker with key dates and details. 3. Monitor contract expiries and ensure timely renewals with prior approvals (at least one month in advance). 4. Coordinate with legal/management for drafting, vetting, or renewal of agreements. 5. Ensure physical and digital storage of signed contracts, accessible for audit or internal review. 6. Follow up with vendors/service providers for signatures, renewals, or new agreements. 7. Notify reporting managers of upcoming expirations, critical clauses, or associated risks.
