Purchase Manager - Job Description

1. Procurement Strategy & Planning

• Develop, implement, and continuously improve procurement strategies and SOPs.
• Forecast annual and project-specific procurement requirements in collaboration with departments.
• Standardize vendor empanelment, RFQ, and tender processes.
• Implement category-wise procurement strategy (IT, Lab, Construction, Electrical, Electronics, Plumbing, Stationery, Furniture, Infrastructure, Consumables, etc.).
• Identify cost-saving opportunities and streamline approval workflows.

2. Vendor & Supplier Management

• Empanel and manage vendors, contractors, and service providers with a transparent evaluation process.
• Negotiate pricing, payment terms, warranties, and delivery timelines for optimal outcomes.
• Conduct supplier audits and performance reviews (quality, delivery, after-sales support).
• Maintain a vendor database with performance ratings and compliance documents.

3. Purchasing & Order Management

• Review purchase requisitions and convert them into POs after necessary approvals.
• Ensure adherence to university procurement policy, budget allocation, and approval matrix.
• Monitor order status from initiation to final delivery; ensure no delays in mission-critical purchases.
• Coordinate with stores/warehouse for inwarding, GRN (Goods Receipt Note), and verification.
• Resolve discrepancies in invoices, deliveries, and quality complaints in coordination with vendors.

4. Tendering & Compliance

• Manage tendering process for high-value purchases (RFP/RFQ/EOI).
• Ensure compliance with Government/UGC procurement norms where applicable.
• Maintain proper documentation (comparative statements, approval notes, audit trails).
• Prepare for internal/external audits and respond to audit queries related to procurement.

5. Inventory & Budget Management

• Work closely with Finance and Stores to ensure optimum inventory levels.
• Monitor consumption trends to avoid overstocking or stockouts.
• Provide monthly MIS reports on purchase commitments, cost savings, and budget utilization.

6. Stakeholder Collaboration

• Coordinate with Heads of Departments, Project Managers, and Finance for purchase planning.
• Act as a single point of contact between internal stakeholders and vendors.
• Conduct regular review meetings to assess procurement performance and upcoming needs.

7. Process Automation & ERP

• Ensure all purchases are routed through ERP/procurement software for transparency.
• Collaborate with IT/ERP teams to enhance purchase workflows and approval systems.

Required Qualifications & Experience

Education: Bachelor's degree in Business Administration, Commerce, Supply Chain Management, or related field. BE (Civil/Mechanical) + MBA in SCM/Operations or professional certifications (CIPS, ISM, or similar) preferred.

Experience: 10–12 years in procurement/supply chain, preferably in a large educational institute, PSU, or corporate with multi-category purchases. Experience in public procurement norms, tendering process, and e-procurement portals is desirable. Proven track record in cost optimization, vendor development, and strategic sourcing.

Skills & Competencies

• Strong negotiation, vendor management, and contract drafting skills.
• Excellent knowledge of GST, TDS, and purchase-related compliances.
• Proficiency in ERP/procurement systems (TcS IoN).
• Strong analytical, budgeting, and reporting skills.
• High integrity, professionalism, and ability to work under pressure.
• Good leadership and team management capabilities.

Proactiveness: The Purchase Manager needs to be proactive, capable of effectively distributing work within the team, and should work with discipline while being a visionary leader. The Purchase Manager must also understand that their work represents the ability and credibility of the entire department.