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Core Procurement
- Purchase Requisition (PR) Review
- Assist in the review of approved PR from user department; seek additional information if
required from user for correctness & completeness of PR
- Provide support in identifying the type and method of procurement (depending on type of
material/ services to be procured, nature of PR (normal vs. emergency PR), stocks
available, availability of rate contract, value, delivery timeline etc.)
Strategic Sourcing for Capex, Opex, Bulk Material & Services
- Contribute to the strategic sourcing process by participating in activities such as:
Selection of bidding process, preparation of vendor selection approach and vendor
evaluation criteria depending on the nature of the category
- Preparing the request for information (RFI) document for bidder evaluation
- Identification of potential bidders who meet the requirements (using Company vendor
database, Supply market analysis, advertisement or recommendations from other teams)
- Preparation of the Request for Proposal (RFP) document
- Organizing and planning pre-bid meeting based on the queries and communication
requirements from vendors
- Technical and Commercial bid evaluation of vendors
Conducting fact-based negotiations with shortlisted bidders
- Preparation of Note for Approval (NFA) for selected bidder (vendor) and obtaining required
approvals as per DoA
Contract Preparation and Order Placement
- Prepare contract document as per stated protocols & standard templates
Set up the approved contract record within the ERP system, using the appropriate system
steps and functionality
- Maintain the contract document for future reference as per defined document
management policy
- Send the contract to vendor and all identified stakeholders
- Collate the Advance Bank Guarantee/ Contract Performance Bank Guarantee (ABG/
CPBG)/ Customs related documents from vendor as per requirements
Procurement through Rate Contracts:
- •Based on approved NFA, prepare, review and issue rate contracts
- •Prepare master outline agreement (OA) in ERP system based on rate contract
- Prepare PO / SO for procurement under valid rate contract
Associated Procurement Activities
Post Order Management
- •Prepare Billing Break Up and get it uploaded in SAP, if applicable
- •Address, resolve or re-allocate and share response for queries raised by vendors or from
other internal stakeholders, during expediting delivery
- •Prepare Change Order/ Amendments in the order including quantity/ Rate variation, Extra
items, Time Extensions etc.
- •Facilitate closure of contracts and take necessary actions
- •Manage inbound logistics services for other Ex-Works Domestic Supplies
- •Execute contingency plans in case of immediate business requirements
- •Supplier/ Vendor Identification and Onboarding
- •Coordinate with new identified vendors to send information/ documents in predefined
forms for evaluation
- •Prepare vendor evaluation criteria for the category in consultation with quality, engineering
and project management & control departments
- •Check details of forms submitted by vendor for their completeness and validity of
documents
- •Coordinate with Quality/Engg /User team for vendor assessment if required
If the vendor is qualified based on the vendor evaluation criteria, update approved vendor
list & communicate to vendor
- •Input required data and documents into the MDG Ariba system to get vendor code created
in SAP
Supplier/ Vendor Performance Management
- •Contribute to performance evaluation, management and development planning of suppliers/
vendors for assigned category by partaking in activities such as:
- •Preparation of vendor segmentation matrix based on annual spend with the vendor and
risks associated
- •Preparation of vendor performance evaluation criteria and frequency of evaluation for each
vendor segment
- •Assigning performance levels to vendors, review of vendor scorecard, and checking if the
performance is meeting desired level
- •In case of satisfactory performance, communicating performance feedback to vendors
highlighting improvement opportunities on individual parameters
- •In case of unacceptable performance, communicating performance to vendor & planning
discussions to identify actions required for performance improvement
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