ASSISTANT MANAGER - PROCUREMENT

Project Tendering & Commercial Evaluation

• Handle the tendering of projects; from floating the tender till the appointment of a vendor.
• Check the Request For Proposal (RFP) received from the Department.
• Manage the tender.
• Receive and evaluate the proposals.
• Prepare commercial and combined evaluation for management’s approval.

Purchases and Vendor Management

• Maintain a list of approved suppliers.
• Source and engage with reliable suppliers and vendors.
• Float tenders/orders as per the requirement of the department.
• Analyze supplier performance and escalate any issues with clients, submitting reports to Higher Management.
• Validate and approve new vendor registrations in the iSupplier system.
• Arrange quotes from prospective vendors by sending Request for Quotation (RFQ).
• Validate the quotations received, prepare comparison sheets (Bid Analysis), and organize meetings with vendors as needed.
• Shortlist vendors, confirm quality, negotiate for price reduction and delivery lead time, and obtain management approval.
• Issue Purchase Orders to the selected vendor.
• Finalize purchase details of orders and deliveries.
• Ensure that vendors comply with contract/PO terms throughout the appointed period.
• Interact with shipping agents for the smooth delivery of overseas items.
• Manage warranty claims/replacements, item returns to suppliers, and cancel purchase orders with justification.
• Ensure availability of goods and services as per the agreed timeline.
• Resolve any issues with suppliers, such as material quality problems and delayed arrivals.
• Negotiate with suppliers and vendors to secure favorable commercial terms.

Contracts

• Prepare contracts with standard terms & conditions.
• Liaise with legal, commercial, and finance departments to ensure agreement terms are mutually accepted.
• For Annual Maintenance Contracts, initiate timely requests, negotiate, coordinate with departments to evaluate technical terms, and arrange renewals as per contractual terms and management approval.

Handling Asset Disposals

• Handle scrap auctions and asset disposals.
• Obtain proposals in sealed envelopes.
• Hold a Tender Opening Meeting.
• Evaluate proposals and obtain management approval to shortlist buyers.
• Negotiate and award contracts in accordance with asset disposal policies and procedures.

Oracle Procurement System

• Ensure all POs are issued from the Oracle system.
• Manage all Oracle Fusion user training and support.

Others

• Prepare reports periodically - Cost Saving report, Open PO reports, etc.
• Coordinate with Finance department for necessary payment matters and invoice submission status with vendors.
• Understand material needs of the warehouse team based on inventory levels.
• Update COO/department heads on urgent purchases or supplier issues.
• Ensure compliance with procurement policies.