Purchasing Manager

Manage and control purchasing systems and procedures to continually improve the supply chain process, ensure cost effective contracting of products and services, and promote compliance internally with established standards.

Your day-to-day

• To ensure close liaison and co- ordination with all Department for meeting their needs.

• To study thoroughly the items needed to purchase and to have sufficient knowledge about them and their use.

• To ensure supply of merchandise for various departments keeping in mind the ‘lead time’ required for procurement.

• To process and keep track of every purchase requisition, purchase order, contract for regular supplies, upkeep and maintenance of these supplies and lists for kitchens for daily perishables and other standing order requirements.

• To sort out the requirements into- top priority (immediate action), urgent (required in less than half the lead time) and normal (within the lead time)

• To ensure conformity to standards and specifications of merchandise as required by the management.

• To ensure that the requisitions from the originating department are routed through proper channels.

• To constantly endeavour to obtain goods at competitive prices without sacrificing the desired quality standards.

• To maintain proper planning and control systems by filing of different purchase orders in serial order- department wise, lead time demarcation for each item and stated delivery time for each item.

• Preparation of contracts and their terms, use of proper signatures and stamp papers as per existing laws, notation of expiry of contract period, and advertising through local papers to invite tenders etc.

• To ensure that store inventories do not exceed desired limits.

• To keep track of capital items ordered and keep track of their timely delivery.

• Ensuring that items ordered have complete billing and delivery instructions and in case of default that, ‘penalty’ clauses are suitably added to the purchase orders as per the demand of the items.

• Keeping track of the Performa invoice, dates of cheque submissions and keeping close liaison with accounts department for clearing documents etc. in time.

• To maintain follow- up files.

• To keep him up- to- date on the purchase function and the market situation.

• To scan through the purchase requisitions originated by the stores section for regular stores items and other items and select the vendors/ suppliers for the items, and also advise them of the receiving times, place of delivery, packing etc.