AM- Procurement

Job Purpose:

This role is responsible for verifying, validating, and registering new vendors on the SMART Portal, linking them with SAP ERP, and facilitating the sourcing of materials and services needed by the organization. The position also supports miscellaneous office service requirements such as preparing presentations, validating BI dashboards, and ensuring timely and effective services through MIS reporting. Additionally, the role involves performing procurement-related activities for the Energy Business, ensuring the availability of materials and services as required in line with the group procurement guidelines.

Key Accountabilities

1. Coordination for Supply Order Execution:

• Ensure timely availability of materials and services as per the project schedule.
• Manage and process requirements for Energy corporate FMS (Facility Management Services) and legal departments.
• Oversee the advance payment process and monitor payments as per the schedules.
• Coordinate with Finance & Accounts (F&A) to ensure the timely remittance of payments.
• Resolve discrepancies in supply and invoicing issues.
• Monitor open orders and ensure timely delivery.
• Prepare and circulate PR (Purchase Requisition) allocation reports on a daily basis.
• Coordinate with the Group Procurement team to ensure smooth operations.

2. Contract and Vendor Management:

• Ensure the timely submission of contract-related documents, including Bank Guarantees (BGs), correspondence issues, amendments, claims, and resolutions of contract issues.
• Maintain effective communication with vendors, contractors, and stakeholders to resolve any issues related to contracts.

3. Reporting & MIS:

• Prepare and present monthly and annual departmental performance reports, as well as management review MIS.
• Provide weekly updates on pending PRs and keep all stakeholders informed on procurement progress.
• Maintain accurate records for all procurement activities to ensure traceability and transparency.

4. Vendor Registration and SAP Integration:

• Verify, validate, and register new vendors on the SMART Portal.
• Link the vendors with the SAP ERP system to streamline procurement operations and facilitate sourcing of materials and services.

5. Support Office Services:

• Provide support for miscellaneous office service requirements, such as preparing presentations, validating BI dashboards, and ensuring timely delivery of services.

External Interactions:

• Vendors & Contractors: Manage relationships and communication regarding contracts, supply schedules, and payment issues.
• Trade Associations: Participate in relevant industry forums and associations.
• Freight Operators / Trucking Companies / CHAs / Freight Forwarders: Coordinate to ensure smooth movement of goods.
• SSC (Shared Service Center): Work closely with SSC to ensure timely processing of invoices.

Internal Interactions:

• User Departments: Collaborate with various internal teams to understand procurement requirements and ensure the timely supply of materials and services.
• Store Departments: Coordinate for the proper storage and availability of supplies.
• Finance & Accounts Dept: Work closely to ensure proper payment processing and tracking of expenditures.
• Central Procurement Dept: Collaborate to align procurement strategies and processes with organizational goals.

Financial Dimensions:

• Manage annual procurement costs to ensure that they align with the budget.
• Contribute to achieving cost savings through effective sourcing strategies.

Other Dimensions:

• Manage the number of PRs processed, and track the volume of items ordered and developed.
• Monitor the percentage of imports and the value associated with them.
• Measure the effectiveness of vendor development programs.

Educational Qualifications:

• B.Com (Bachelor of Commerce or equivalent)

Relevant Experience:

• At least 6 years of strategic sourcing experience, particularly with e-Procurement solutions.
• Experience in conducting online e-RFX (electronic Request for Proposal) and e-Auction processes.
• At least 2 years of experience leading a team of at least 3 members as a team leader or mentor.
• Experience in working with ERP systems like SAP, Oracle, Ariba, and other e-Procurement tools (e.g., SAP-SRM).
• Knowledge of market conditions for required materials, supplies, equipment, and services, and maintaining relationships with vendors.

Competencies:

• Personal Effectiveness
• Social Awareness
• Entrepreneurship
• Problem Solving & Analytical Thinking
• Planning & Decision Making
• Capability Building
• Strategic Orientation
• Stakeholder Focus
• Networking
• Execution & Results
• Teamwork & Interpersonal Influence

Skills Required
Contract and Vendor Management, Coordination for Supply Order Execution, Reporting & MIS, Vendor Registration