Purchasing Officer

We Are Hiring

We Are Hiring

Designation: Purchase Officer

Educational Qualification:

Bachelors Degree in Engineering (Civil / Mechanical / Electrical / IT) from a recognized university or institute.

Additional qualification or certification in Supply Chain Management / Procurement / Materials Management will be an added advantage.

Strong academic background with good knowledge of procurement systems and financial processes.

Experience:

Minimum 67 years of relevant experience in procurement, purchase management, and supply chain operations.

Experience in handling procurement for civil, electrical, mechanical, IT materials, and other institutional consumables.

Hands-on experience in ERP / SAP / Tally based procurement systems.

Experience in vendor negotiations, contract management, and purchase order lifecycle management.

Prior experience in educational institutions, infrastructure projects, or large organizations will be preferred.

Role Summary

The Purchase Officer will be responsible for managing the universitys procurement activities including sourcing, vendor management, purchase order processing, inventory control, and compliance with procurement policies. The role ensures timely procurement of materials and services, cost optimization, quality assurance, and efficient supply chain management to support the universitys academic and infrastructure operations.

Roles and Responsibilities

Procurement & Vendor Management

Handle procurement of civil, electrical, mechanical, IT materials, and other consumables required by the university.

Identify and develop reliable vendors and maintain a strong vendor network.

Manage vendor negotiations to obtain competitive pricing and favorable terms.

Maintain effective vendor relationships and ensure timely delivery of materials.

RFQ & Purchase Order Management

Manage the Request for Quotation (RFQ) process and vendor comparisons.

Evaluate vendor quotations and prepare comparative statements for management approval.

Create and process Purchase Orders (PO) through ERP / SAP systems.

Maintain and monitor PO tracker and procurement documentation.

Contract & Procurement Planning

Manage procurement through:

Annual Rate Contracts (ARC)

Annual Maintenance Contracts (AMC)

Blanket Purchase Orders (BPO)

Plan procurement schedules to ensure uninterrupted supply of required materials.

Inventory & Materials Management

Monitor and manage inventory levels and stock control.

Coordinate with stores and administration departments for material requirements.

Ensure optimal stock levels to avoid shortages or overstocking.

Maintain accurate inventory records using ERP / SAP systems.

Department Coordination

Coordinate with Admin, Projects, and Technical departments for technical specifications of materials.

Ensure proper alignment between user departments and procurement processes.

Facilitate smooth communication between vendors and internal stakeholders.

Compliance & Documentation

Ensure procurement activities comply with organizational policies and regulatory requirements.

Verify vendor compliance documents and maintain procurement records.

Ensure tax invoices are verified, signed, and submitted to the accounts department.

Maintain vendor payment tracker and coordinate with accounts for payment processing.

Procurement Process Management

Maintain and improve the procurement management system.

Monitor supplier performance and conduct vendor evaluation periodically.

Track procurement activities and generate reports for management review.

Ensure adherence to the Procure-to-Pay (P2P) cycle.

Required Skills & Expertise

Strong knowledge of procurement processes, vendor management, and supply chain operations.

Experience with ERP / SAP / Tally systems.

Strong negotiation and contract management skills.

Good knowledge of MS Excel and procurement documentation.

Understanding of Procure-to-Pay (P2P) cycle and procurement workflows.

Ability to manage multiple vendors and procurement activities simultaneously.

Personal Attributes

Strong negotiation and communication skills.

Good relationship management with vendors and internal stakeholders.

High attention to detail and process orientation.

Ability to work under deadlines and manage multiple procurement requirements.

Ethical, transparent, and accountable approach to procurement.

Performance Indicators (KPIs)

Cost savings achieved through negotiations and procurement strategies.

Timely completion of procurement requests and PO processing.

Vendor performance and delivery timelines.

Inventory optimization and stock accuracy.

Compliance with procurement policies and documentation standards.

Working Conditions

Full-time, on-campus position.

Regular coordination with Admin, Projects, Finance, and Academic departments.

Interaction with vendors, suppliers, contractors, and service providers.