| 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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