PROCUREMENT TEAM

Procurement Team is a group of experts who provide a wide range of services to all
project participants involved or interested in the activities relating to the purchasing
of materials and supplies required for project implementation.
The team negotiates with private/government contractors regarding prices and
delivery terms on the one hand, and communicates with the project management
team regarding necessary procurement items, technical specifications and
requirements from the another hand.

RESPONSIBILITIES

A detailed review of procurement team responsibilities is as follows:

1. Strategic Compliance
The team is responsible for maintaining a strategic overview of project procurement
management activities and ensuring that purchasing contracts and arrangements are
fulfilled in strict accordance with legal requirements, project requirements and
business policies and procedures.

2. Expert Advise
The team is committed to providing expert advice and supporting procurement
definition best practices regarding all aspects of existing business policies and
contract management procedures, including orders and deliveries, financial
regulations, quality requirements, other concerns. It should also negotiate
purchasing contract terms (pricing, delivery, specification) and win best procurement
tenders.

3. Strategy Development
In conjunction with the project manager, the team needs to develop a project
procurement strategy, by preparing procurement tender documentation which
including best practices of procurement contractor management, service
requirements and customer expectations.

4. Contractor Selection
The team takes responsibility for developing the approved list of procurement
contractors (private or government) and building a contact point and
communication link for the project manager, the senior management team, the
sponsor, and rest of the stakeholders.

5. Training and Consulting

The team is committed to providing advice on procurement issues and risks and to
identifying any procedures necessary for risk treatment, problem solving and change
management. It usually provides procurement definition training and consulting.

IN SIMPLE WORDS THE PROCUREMENT TEAM HAS TO DO THESE

THINGS AT ALL TIMES:

1. They need to understand the Purchase requisition.

2. They need to select the best vendor based on Techno commercial aspects.
3. The selection of vendor should not only be based on cost, you need to consider
the stock, Payment term and Delivery location also.
4. Genuine buyer is mandatory.
5. There should always be a co-ordination between the technical and the
procurement team.

ROLES:

1. JOB TITLE: PROCUREMENT MANAGER

PROCUREMENT MANAGER JOB PURPOSE:

The Procurement Manager runs the purchasing department. Highly trained
professionals are responsible for crafting effective procurement strategies, finding
cost-effective deals and suppliers, and supply chain management from initial
requisition to invoice payment. Evaluate and buy raw materials, products, and
services while creating strategies to cut costs and meet company objectives.

PROCUREMENT MANAGER JOB DUTIES:

 Communicate the value of strategic sourcing and procurement to company

stakeholders, department heads, and executives to the achieve buy-in necessary
for proper resources and investment.
 Work with stakeholders to establish viable, cost effective, and strategic sourcing
objectives.
 Evaluate, select, and successfully implement comprehensive procurement
software.
 Establish and enforce procurement policies and procedures.
 Evaluate and choose suppliers the company will do business with. This includes
examining quality of product, pricing, and delivery time, then deciding which
suppliers best fit company needs. Supplier evaluation is a continuous project,
updated with each contract and shipment to ensure benchmarks are hit and
goods and services continue to meet required standards and timetables.
 To keep evaluations accurate and comprehensive procurement managers attend
trade shows, interview vendors, and visit supply plants/ distribution centers.
 Analyze and compare financial reports and pricing proposals from several
trusted suppliers before negotiating terms and prices to obtain the best deal for
the company.
 Training staff members to be knowledgeable about product quality
requirements, how to determine when products are unacceptable, and what
actions to take when quality standards are not met.
 Monitoring contracts to ensure that the supplier meets expectations and
invoices are approved and paid in a timely manner.
 Making any required adjustments or changes to existing contracts.
 Keep track of all goods and services ordered and received, and maintain
accurate inventory records including details on price, performance, and delivery.
 Ensure responsible procurement practices meet company objectives and
compliance requirements.

BASIC QUALIFICATIONS
 10+ years of experience in managing of leading procurement operations and
functions, preferably in a complex, fast paced and challenging work
environment.
 Strong knowledge of Sourcing and procurement practices, techniques, tools and
systems.
 Strong customer focus, with a do-it-right the first time attitude.
 Should be able to foresee and anticipate business needs and drive changes
through strategic & business partnerships to achieve the business and
departmental goals.
 Should have strong communication and presentation skills.
 Able to create and maintain MIS reports which help in evaluation of productivity
/ efficiency / accuracy / performance / trend analysis / attrition / back up /
errors and operational excellence.

2. JOB TITLE: DEPUTY PROCUREMENT MANAGER

DEPUTY PROCUREMENT MANAGER JOB PURPOSE:

Purchases goods or services for their employer to use or sell. Ensures employer
obtains quality products for competitive prices in a timely fashion. Plays an integral
role in ensuring a company sticks to budgets and operates profitably.

DEPUTY PROCUREMENT MANAGER JOB DUTIES:

 Liaises with key company employees to determine their product and service
needs.
 Monitors business trends and product availability to pay the best price for
company goods and services without sacrificing quality or delivery times.
 Nurtures relationships with suppliers to negotiate the best prices for company.
 Identifies and researches potential new suppliers.
 Researches new products and services to meet company's goals.
 Assesses total costs of company purchases.
 Develops and implements strategies for procuring, storing, and distributing
goods or services and maintaining stock levels.
 Oversees a team of purchasing agents.
 Reports to the Procurement Manager.

BASIC QUALIFICATIONS
 8-10 years of experience in driving innovation, sourcing and procurement with
leading companies in a fast paced, challenging environment.
 Commerce Graduate or Engineer from a reputed institute. Demonstrated
capability to build and lead a team of high performing individuals.
 Demonstrated capability of driving breakthrough innovations and value
engineering initiatives. Demonstrated capability of handling complex
negotiations.
3. JOB TITLE: ASSISTANT PROCUREMENT MANAGER

ASSISTANT PROCUREMENT MANAGER JOB PURPOSE:

Someone with extensive knowledge and understanding of handling email inquiries
from internal customers, as well as external vendors. Delivering professional, helpful,
high quality service and assistance before, during, and after the customer's
requirements are met. You will be responsible to research and resolve inquiries
relating to Accounts Payable, Procurement Operations, Supplier queries and Product
Ordering.

ASSISTANT PROCUREMENT MANAGER JOB DUTIES:

 Process purchase requisition and supplier-set up
 Handling email inquiries from internal customers, as well as external vendors.
Delivering professional, helpful, high quality service and assistance before,
during, and after the customer's requirements are met
 Keep records of customer interactions, recording details of inquiries, complaints,
and comments, as well as actions taken
 Acts as liaison pertaining to Accounts Payable team etc
 Develops communication between customers to have a smooth transaction
Ability to perform and resolve query of a customer to build a better relationship
 Monitor generic email box for incoming queries and acknowledge them as per
SLA Keep track of all requests received, either through ticket or manual tracker,
for productivity and follow up purposes
 Follow up with requester/co-functional teams to provide quicker resolutions
 Follow up with Suppliers/Vendors wherever required
 Provide periodic updates to users/impacted parties on the status of the
ticket/issue raised
 Transfer/Escalate inquiries to appropriate teams for resolution.
 Identify opportunities to improve/streamline process.
 Reports to the Deputy Procurement Manager.

BASIC QUALIFICATIONS:
 4-5 years of experience in driving innovation, sourcing and procurement with
leading companies in a fast paced, challenging environment.
 Graduation in Commerce (B.Com)
 Relevant experience in Procure to Pay like Supplier Set-up or Procurement
Operations or Accounts Payable
 Excellent Communication Skills - Written and Spoken
 Customer Management Skills
 End to End understanding of Procurement activities to decide what needs to be
dealt by Procurement and Accounts Payable process Help desk and other
co-functional teams

4. JOB TITLE: PURCHASING CLERK/ PROCUREMENT BUYER

PURCHASING CLERK JOB PURPOSE

Purchasing clerks are primarily responsible for preparing purchasing orders.
Comparing purchase orders to requisitions to decide whether the orders are
adequate and adjust product quantities when necessary. Handling all customer and
supplier inquiries regarding orders, status, changes, invoice payments, and
cancellations.

PURCHASING CLERK JOB DUTIES

 Create purchase orders and send them to chosen vendors.

 Supervise orders and determine if product quantity is sufficient. Make
appropriate adjustments to orders as needed.
 Prepare and maintain purchasing reports, records, and updated price lists.
 Interact with suppliers daily to develop and nurture mutually beneficial
relationships.
 Track delivery times, and report any issues with product or delivery.
 Monitor status of orders and contracts.
 Calculate all order costs and evaluate invoices for accuracy.
 Determine when products are unusable or damaged.
 Handle deliveries with short or over-ordered product, goods not received, and
damaged items.
 Ensuring that the product inventory is always in compliance with company
policy.

BASIC QUALIFICATIONS:
 2 years of experience in Procurement with leading companies in a fast paced,
challenging environment.
 Graduation in Commerce (B.Com) or any other stream
 Relevant experience in Procure to Pay like Supplier Set-up or Procurement
Operations or Accounts Payable
 Excellent Communication Skills
 Customer Management Skills