PURCHASE EXECUTIVE/MANAGER

Main functions & responsibilities Develop and implement Purchasing strategy

to provide a lean and agile Supply Chain, whilst optimizing inventory and
stock turns. Proactively improve Purchasing processes, supplier selection and
development to support above. Oversee the preparation of tenders, analysis of
bids and the award of contracts. Manage Supplier performance and create
action plans to address those that underperform. Continuously review the role
of Purchasing and communicate its role to other departments in the company.
Ensure that all Purchasing transactions are conducted ethically and that CSR
is given the appropriate attention. Review and Maintain Kanban levels in
conjunction with the Master Scheduler, Production Controller and
Manufacturing Engineering department. Ensure all Item Planning Data for
purchased parts is accurately maintained. Provide information to
Manufacturing regarding availability of material and expedite where
necessary.
Create and maintain procedures that are consistent with the company’s
ISO9001:2008 quality standard. Annually review standard costs and drive
product costs down. Monitor ppv throughout the year. Measure and report
appropriate departmental KPI s. Manage the Purchasing Staff.
Develop all required buying materials and supplies and ensure completion of
all activities within required timeframe and design all purchase requisitions
and evaluate all comparisons and manage all order materials and services and
obtain all approvals. Evaluate all contracts and ensure compliance to all
company policies and collaborate with central purchase department and
analyze all project requirements and develop and maintain professional
relationships with all customers and suppliers.
Assist vendors and users to evaluate all returned and damage goods and
analyze all issues and recommend corrective measures for same and ensure
compliance to all safety requirements and maintain efficient relationships
with all vendors. Collaborate with various departments to develop and
implement all purchasing strategies for products and maintain records of all
invoices and ensure accuracy in same and manage all vendor approval
requests and ensure approval of all vendor list. Administer all vendor
performances and provide positive feedback for all activities and recommend
corrective measures for same and ensure completion of all activities and
maintain optimal quality of same and assist to provide approval for all
purchase orders and maintain safety in all stock levels.
Design and execute all sourcing strategies for various product categories and
integrate all processes to ensure continuous improvements to processes and
reduce cost and determine all key performance metrics. Coordinate with
engineers and management to identify all new product requirements to meet
all business requirements and analyze all market conditions and prepare
estimate of all cost trends and administer inventory level of products to
ensure maximization of all assets. Assist quality department and maintain
quality of all vendor products and supervise all contracts in coordination with
vendors and design appropriate global sourcing strategies for all product
commodities.

Manage and implement all policies and metrics to ensure achievement of all
saving objectives and determine all performance metrics and provide support
to all objectives and collaborate with project managers to reduce all material
costs.

Supervise and coordinate with various departments for all purchasing

operations in compliance with all policies and procedures and maintain
records of all materials and coordinate with various departments to forecast
all demands.

Key duties/responsibilities of Purchasing manager:

1. Implement procurement strategy and policies.

2. Forecast procurement needs.

3. Create and implement KPI’s.

4. Continually develop expertise to support growth for new projects.

5. Monitor macro trends in supplier and contract base and implement plans to
react.

6. Build and develop relationships with key suppliers and customers.

7. Lead the procurement group in all phases.

8. Identify and develop training opportunities.

9. Order materials and services as per negotiated and appropriately approved.
Review quotations.

10. Prepare purchase requisitions, approve and issues purchase orders in

accordance with company policy and negotiated terms and conditions.

11. Maintain procurement files.

12. Track Purchasing activity and measurements.

13. Training purchasing Clerks and Salesmen in the department.

14. Discuss defective or unacceptable new goods or services with users,

vendors and others to determine cause of problem and take corrective and
preventative action.

15. Ensure supplier compliance with site and company requirements for
safety.

16. Manage vendor relationships and assist in building effective partnerships.

17. Assist department in developing and implementing purchasing strategies

for products.

18. Taking over an existing project of customized and private label food
products.

19. Responsible for planning, developing and buying materials, parts, supplies
and equipments in a timely and cost effective way; timely manner while
maintaining appropriate quality standards and specifications.

20. Dealing with suppliers.

21. Dealing with Brokers.

22. Develop and review purchase requests and ensure authorization as

necessary to facilitate the timely purchase of new food products.

23. Help to lower the cost and secure agreements.

24. Liaise with Accounts Payable Department to ensure accurate and timely
payment of invoices, as necessary for the business with the supplier.

You also customize this job description for purchasing director job
description, purchasing specialist job description.

The Sourcing Cycle

Let us see what role does the Procurement Manager play in the case of
Indirect Goods?

In order to procure any good, it needs to go through the rhythm of a few steps
as depicted below. This is the ideal step by step process that a procurement of
any good should go through. (Why it is important is a whole new article in
itself!)

Step 1 - Purchase Requisition (a document or request raised by a division for

a good or service to be obtained from suppliers)

Step 2 – Selecting a Supplier (A supplier is a company or business which sells

or supplies goods or services)

Step 3 – Creation of a Request for Quote (RFQ) (a document prepared by the

supplier stating the description of the good or services they are providing and
the price for the same, as well as terms & conditions)

Step 4- Price determination (comparing quotes received from various

Suppliers and choosing one supplier based on varying factors as quality of
good or service, price, negotiations etc)

Step 5 – Purchase Order creation (a document that is a contract between the

Supplier and the Buyer stating the terms & conditions, price, quantity of the
good they are providing)

Step 6- Expediting (the steps involved in ensuring the goods are received as
per the requested delivery date from the Supplier)
Step 7- Receiving of the good (the documentation entered once the good is
received at the receiving dock or warehouse by the Buyer and copy provided
to the Supplier as well- for proof of supplying the good)

Step 8- Invoice (a bill sent by the Supplier requesting approval and payment
for the good provided to the Buyer)

Step 9- Supplier Performance Tracking and Evaluation (the process of

assessing the Suppliers’ services based on various factors such as quality of
goods provided, timeliness of supply and adherence to terms and conditions)

A Purchasing Manager is responsible for ensuring that the above cycle

functions smoothly and in the best possible interest of the business.
This involves multiple things such as –
Firstly, forecasting the needs of the business. He is responsible for gathering
necessary inputs from various departments and gauging the future
requirements for the company. This is an important aspect to ensure that
material and services are available in sufficient quantities in a reasonable
period of time.
There will be certain good and services that are continually in demand, hence
an efficient Procurement Manager will work with his Suppliers and enter into
contracts that will provide the company an assured flow of these items and
also at a good price. By negotiation and signing a contract with the most
promising supplier, one creates a win-win situation of receiving good quality
material at a great price and for the Supplier a fixed Customer for the period
of the contract. In this manner the successful procurement manager is able to
build and maintain relationships with his supplier base.
He is also responsible for facilitating the overall ‘procurement process
flow’. How do various divisions raise a purchase requisition? What approvals
do they need? How will these approvals be obtained and documented? What
thresholds, if any, in terms of quantity need to be set in place? Are requisitions
raised in a manual – email or paper format or does the size and demand of the
company warrant investment in a comprehensive procurement platform?
These are some of the key questions that a Procurement Manager will be
responsible to solve for.
Once the Procurement Process Flow is established, he needs to measure the
effectiveness of this flow and set Key Performance Indicators in place for the
same. He needs to monitor and track the performance of his team that are
either working on the Purchase Requisitions or Purchase Orders, or
expediting with the Suppliers or document/ entering the ‘good receipt’ into
the system etc. An efficient system will have defined Turn Around Times
between requisition to receipt of good. If too many wrong items are being
received then there might be a need to validate the Purchase Orders for
accuracy before they are sent to the Suppliers. There also needs to be audits
and checks to see if procurement is happening as per the organizations
Compliance and Purchasing policies.
With all the above responsibilities, a Procurement Managers overall aim is to
provide his company, the best possible goods and services, in a timely fashion
and at a great price! He needs to keep a sharp eye on the various options in
terms of substitute goods, the many suppliers and constantly negotiate for
competitive prices for his goods. It is a very challenging and exhausting role
and one that always has scope for raising the bar.

PURCHASING AND MATERIALS ACTIVITIES

The Purchasing Manager plays a pivotal role in procurement, vendor

development, and negotiation. The manager plans, organizes, directs, controls,
and evaluates the purchasing activities of the company. The manager provides
expertise in specifying and procuring new and replacement components, parts
and equipment, and reviews technical and quality requirements for the
purchase of items, spare parts, and services.

To operate cost-effectively the company requires competitive prices

commensurate with the technical and service requirements, and the security
required by the business.

The role is to manage and operate this process, in particular developing

processes to capture and control expenditure and linking with suppliers, both
current and potential, to ensure that best prices and quality is achieved.
The Purchasing Manager develops purchasing policies and procedures and
controls the purchasing department budget.

Relationship Management

* Manages day-to-day functioning of purchasing group.

* Reviews purchase orders to ensure adherence to quality and procedures.

* Ensures that re-ordering of stock is carried out on a daily basis as required

to maintain adequate stock levels of parts for production.

* Understands assembly process thoroughly to ensure that the material is

delivered just in time.

* Participates in the creation of forecasts, and relates those to production

programs and stock required for the daily production round.

* Represents purchasing in discussions and strategies aimed at improving

overall integration of purchasing, assets, and accounts payable.

* Liaise with Technical department when creating new products or in matters

relating to product specification.

* Participate in the development of specifications for equipment, products, or

substitute materials.

* Reviewing the technical specifications for accuracy and completeness.

* Manages the creation and maintenance of Equipment Bill of Materials.

* Overseeing the technical and QA requirements on all items (materials,

components, and parts) to ensure that purchased items meet design
requirements.

* Managing the shipping, handling and storage requirements on components

to ensure high quality items are received and issued to the appropriate
departments.

* Standardizing and managing the evaluation of replacement items for

obsolete parts and component acceptability.
* Support & Coordinating with the various Departments for Procurement of
Common Raw Materials & Packaging Materials.

* Coordinate with various departments for smooth functioning of

departmental activity, particularly with Accounting department.

* Rate contracts/tendering /market surveys and data bank of prices for ready
reckoning and instant estimations.

* Prepares, monitors and controls department business plans / budgets

Supplier Management and Vendor Sourcing and Analysis

* Undertakes Vendor Analysis & Development of new Vendors.

* Identifies early suppliers for company components, concepts, and

production programs.

* Manages vendor documentation program, ensuring that a tracking system is

in place and maintained.

* Works closely with potential production suppliers to ensure effective

support.

* Searches on a worldwide basis for technology suppliers, technology

partners, and future potential suppliers for the company and keeping up with
market trends.

* Proactive and acts on initiative to maintain a supplier base and when

necessary source alternative suppliers to ensure that the required material
products remain in constant stock as required.

* Proactively ensures all suppliers adhere to agreed service levels and to have
contingencies plans of supply for all core product ranges.

* Develops and implements appropriate long and short term strategic and
tactical initiatives in order to achieve specific buying, sourcing targets.

* Supports the Product Design Group with supplier negotiations, supplier

timing plans, and cost forecasts to achieve the most cost effective component
delivery.
* Negotiates and executes contracts with the vendors as per requirement of
quality, cost and delivery.

* Maintains data of all the prices approved as a record and keeps track of
changes in prices frequently and updates.

* Reviews purchase orders to ensure adherence to quality and procedures.

* Oversees the purchase orders to Vendors and order acknowledgements

from the Vendors.

* Follows up with Vendor for delivery and to get the material at the right time
and required quantity at required locations.

* Follow through on outstanding back orders.

* Maintains effective record keeping on all purchase orders and supplier

confirmations.

* Coordinates with accounts for payment of suppliers and resolve issues if

any.

* Reviews and processes claims against suppliers.

* When necessary, to develop a sub-contractor base whether local or direct to

market level and to set-up on-site, sub-contractor QA and process
improvement activity.

Cost Reductions and Efficiency Improvements

* Evaluates cost and quality of goods or services.

When necessary, Just-In-Time purchases to minimize inventory cost.

* Updating and revising existing purchasing procedures to introduce cost

cutting measures
Always seeking reliable vendors or suppliers to provide quality goods at
reasonable prices
 PROJECT MANAGER

The Senior Project Manager will be responsible for providing overall project
management for in-house

Custom orders for Global’s packaged remote power solutions. The senior
project manager will be

looked to for guidance and decision-making on major issues related to the

execution and delivery of

large custom orders. The individual will maintain an ongoing work plan and
will ensure that all work

carried out is in alignment with the goals and objectives of the business as
defined by the Executive

Team. This individual will be a key contributor to the management team for
planning, budgeting and

other general management issues, as well as in mentoring others in project

management practices.

The Senior Project Manager will have a Project Manager reporting to him/her.
It is anticipated that

there will also be a PM Administrator reporting to the Senior Project Manager.

The Senior Project Manager is responsible for the following:

Project Management

Creates and executes project work plans and revises as appropriate to meet
changing

requirements

Manages resources in conjunction with functional managers, production

and sub-contractors

Manages day-to-day operational aspects of project and scope

 Effectively manages project risk through mitigation planning

Monitors and reports on schedule and cost, margins and profitability

Effectively applies Project Management methodology.

Prepares for engagement reviews and quality assurance procedures.

Ensures project documents are complete, current, and stored appropriately.

planning, scheduling, controlling & monitoring using MS Projects. -Review the

progress report, budgeting.

-Prepare Billing scheduling & resource planning

-Analyzing Project profitability, Cash flow

Should handle entire electrical works of tech projects.

2) Interact with the Consultants and Contractors
3) Study the drawings and Execute the work.
4) Able to extract work from contractors and ensure EV is achieved

FORMAT OF APPOINTMENT LETTER

_____/HRD/ ____ Date : ___________

Ms. / Mr. _________________

_________________________
_________________________
_________________________
_________________________

Dear ________________,

With reference to your application and subsequent interview with us, we are
pleased to appoint you as “ ________________ (Designation) ” at our ,
________________(location) on the following terms and conditions:
Date of Joining : You have already joined us on ,_______________ ( Date of joining).

Place / Transfer: Your initial place of work will be at our ___________ ( name of
the place) . However, your services are transferable to any place in the
country within the Company or to any of its associates, or sister concerns, or
its subsidiary at any place in India or abroad, whether existing today or which
may come up in future at any time at the sole discretion of the Management.

Duties: A schedule of your broad duties and responsibilities will be given to

you in due course. However, the company reserves the right to assign to you
such other duties and responsibilities as may be considered advisable in the
Company’s interests. In your capacity as ( Designation) , you will report to the
Managing Director or to any other officer deputed by him.

Salary structure: As per the sheet enclosed.

Salary and other perquisites/benefits, which have been distributed under the
aforesaid heads, are subject to taxes, as applicable. At its sole discretion, the
Management may consider either change of heads or redistribute the total
emoluments under various heads.

Probation / Confirmation: You will be on probation for a period of six months

of joining work, but if the Management is not satisfied with your work and
conduct, your services shall be liable to termination without notice at any time
during or on completion of the probation period. This period of probation will
be liable to such extension (s) as the Management may deem fit in its sole
discretion. Unless an order in writing confirming you is given, you will not be
deemed to have been made permanent.

During the probation period your services can be terminated with seven days
notice on either side and without any reasons whatsoever. If your services are
found satisfactory during the probation period, you will be confirmed in the
present position and thereafter your services can be terminated on one
month’s notice on either side.
 Absence for a continuous period of ten days without prior approval of your
superior, (including overstay on leave / training) would result in your losing
your lien on the service and the same shall automatically come to an end
without any notice or intimation.

Code of Conduct: You are expected to abide by the Company’s Code of Conduct
a copy of which is enclosed herewith. Leave: You will be eligible to the
benefits of the Company’s Leave Rules on your confirmation in the Company’s
Service.

Traveling: In the course of your employment, you may be required to

undertake traveling either in India or elsewhere in connection with the
Company’s business, according to the directions and instructions issued by
the Management, from time to time, for which you will be reimbursed
expenses in accordance with the rules. Refusal to undertake such travel may
result in disciplinary action against you.

During the period of your employment with the Company, you will devote full
time to the work of the Company. Further, you will not take up any other
employment or assignment or any office, honorary or for any consideration, in
cash or in kind or otherwise, without the prior written permission of the
Company.

1. You shall not pledge the Company’s credit and/or make representation
unless you are specifically and duly authorized in that behalf.

2. The retirement age of the employees has been fixed by the Company at
present at 58 years. However, you will have the option to retire on completion
of 55 years of age and likewise the Company will have the option to retire you
on completion of 55 years of age or thereafter on any date before you
complete 58 years of age, if you are physically or mentally unable to perform
your functions or your continuation in service would not be in the interest of
the Company in its sole discretion.
 3. You shall not, either during the continuance of your employment or
thereafter, except in the proper course of your duties, divulge to any person
whosoever and shall use your best endeavor to prevent publication or
disclosure of any trade secrets or a manufacturing process or any other
information concerning the business or finances of the Company or any of its
activities, dealings, transactions or affairs which may come to your knowledge
in the course of your employment.

4.You shall fully acquaint yourself with the various laws, orders, rules,
regulations, notifications, etc. of the Central, State, Local and/or any other
authority in force from time to time and with particular reference to the
Defense of Indian Rules and any modifications thereof and/or any orders
there under and other emergency legislation affecting or concerning directly
or indirectly the Company and its business and affairs in so far as they relate
to the discharge of your duties and responsibilities and see that all the
requirements there under as also the principles of sound commercial practice
are fully observed and complied with.

5. You will abide by the Rules & Regulations / Standing Orders of the
Company in force, at present, and as varied from time to time.

6. The Company will expect you to discharge the responsibilities entrusted to

you with the highest standards of initiative, efficiency and economy.

7. Your appointment is subject to satisfactory replies being received from the

references / previous employers mentioned in your Employment Application
Form.

8. Your continuance in the services of the Company will be subject to your

physical fitness as may be required for the position you may hold.
Consequently, you will be required to go through such medical tests and
examinations from time to time as may be deemed necessary by the Company.

9. This appointment letter is being issued to you on the basis of the

information and particulars furnished by you in your application (including
 bio-data), at the time of your interview and subsequent discussions. If it
transpires that you have made a false statement (or have not disclosed a
material fact) resulting in your being offered this appointment, the
Management may take such action as it deems fit in its sole discretion,
including termination of your employment.

10. The foregoing constitutes the entire agreement as regards the terms and
conditions of your service with the Company and they shall be subject to such
modifications and amendments as may be introduced from time to time as per
the Company’s Rules & Regulations.

Please sign and return to the undersigned the duplicate copy of this letter
signifying your acceptance.

Break-up Of Salary

PARTICULARS AMOUNT MODE OF PAYMENT

Responsibilities of a President

 Creating, communicating, and implementing the organization's vision, mission,

and overall direction.

 Leading, guiding, directing, and evaluating the work of other executive

leaders including senior vice presidents, vice presidents and directors,
usually depending on the size of the organization.

 Formulating and implementing the strategic plan that guides the direction of
the business.

 Forming, staffing, guiding, leading, and managing an organization sufficient

to accomplish the president's responsibilities and the strategic plan of the
business.
 Overseeing the complete operation of an organization in accordance with
the direction established in the strategic plans.

 Evaluating the success of the organization.

 Maintaining awareness of both the external and internal competitive

landscape, opportunities for expansion, customers, markets, new industry
developments and standards, and so forth.

 The president frequently represents the organization in civic and

professional association responsibilities and activities in the local
community, the state, and at the national level. (Other executive leaders bear
responsibility for these vetures as interested or assigned as well.)

In an organization with a CEO, the president's responsibilities are less than

these as determined by the needs of the organization. If the president heads a
subsidiary company or an acquired division, the president's responsibilities
are the same as the CEOs for the smaller unit.

Small vs. Large Companies

At small businesses, the president is usually the owner. Working with a small
staff, the president is very hands-on, overseeing virtually every function,
including product development, finance, human resources, marketing and
production. The president has expert knowledge of the company’s product or
service, often having created or invented it. This allows the president to book
large orders as a quasi-salesman, working with large industry players. If the
president doesn’t have expertise in a particular area, he will outsource work
on a project basis until he can afford to hire a full-time person to do the work.
The president usually has ultimate legal responsibility for everything that
goes on at the company, making most of the final decisions with input from
key staff. At larger companies, the president, often called a chief operating
officer, might have limited product knowledge, but is expert at building
management teams, setting financial strategies and monitoring the
performance of the company’s various departments. The president often has
no direct responsibility, such as marketing, finance or sales, but instead
manages others who are responsible for that work. At both large and small
companies, the president is often the public face of the business.
Team Building
One of the key responsibilities of a president is the creation of the
organizational structure, hiring the best people available to perform the
important management functions. As smaller companies grow, the president
hires department heads, delegating specific work to each new manager. At
larger companies, the president works with a human resources staff to set the
parameters for key hires, but letting HR recruit and hire employees. The
president meets with executive management staff on a daily basis to discuss
strategy, review performance, solve problems and ensure that all departments
are working together.
Strategy Development
A company president creates the long-term strategies for the business, rather
than the tactics used to achieve them. For example, the president might
determine the company needs to diversify its product line to decrease its
dependence on one product or to help increase income exponentially if the
company is mature and can only achieve incremental growth. The president
would work with marketing to identify ways to do this and then assign the
task of researching and executing the final plans to marketing specialists.
Another common strategic duty of presidents is financial goal-setting, such as
reducing debt or setting revenue or profitability targets.
Fiscal Management
A president monitors the business’s finances and makes decisions regarding
the company’s spending, debt service, investment strategies, stock issues and
profits. At smaller companies, the president might work with accounting and
production to lower overhead and manufacturing costs to increase profit
margins. He might work with marketing and sales to look at product
modifications or new distribution methods to increase sales. The president
approves the annual budget, monitors financial reports such as balance
sheets, cash flow statements, profit-and-loss statements and departmental
budgets. The president reviews year-end results, tax filings and annual
reports, if the company is public. The president of a public company reports to
a board of directors, working with them on stock issues, such as whether to
pay a dividend, or issue, buy back or split shares.