DescriptionService / Vendor Master Maintenance
- Periodic review of service and vendor master for duplication and modification in Oracle system.
- In order to ensure codes are available in Oracle for user at right time without duplicate/alternate codes.
Turnaround time for code creation/No duplicate code in Oracle.
- Validate PR details (item code, service code, scope of work, criticality, approval, etc.). Take decision for vendor selection - Single party, OEM, comparative & committee approach. Review suggested vendor details as suggested by subordinates
- In order to ensure vendor should submit techno-commercial offers before due date on designated email-ids.
Vendor selection, Internal Approvals & Placement of Orders (In order to select right vendor and fulfil user requirements and place orders timely)
- Receive bids from vendors. Forward technical details of bids received to user group for technical evaluation. Interact with vendor and discuss clarifications if required. Assist technical department to fill evaluation form. Open commercial bid jointly with finance.
- Prepare techno-commercial comparative sheet. Select vendor for negotiation. Prepare minutes of meeting.
- To have know-how of current market price for offered material / and services. Review Variations in T&C or understand offered T&C from vendor. Highlight major strength & weakness in T&C. Negotiate in alignment to our standard T&C clauses for pricing and payment milestones.
- Execute negotiation with vendor on price and contractual terms and conditions.
- Coordinate and communicate with rationales for approval with internal stakeholders.
- Assemble final price from all vendors. Prepare relevant documents for approval; draft contracts/orders. Provide relevant information on vendors, initiate and receive approvals from concerned authority as per CMAM, create contracts/ orders in Oracle with appropriate terms & conditions and forward contracts/orders to vendor. Ensure receipt of order acceptance and timely execution of contract.
Import Consignment Logistic Support & Co Ordination with Custom Handling Agent (CHA) (In order to ensure smooth logistics for all deliveries.)
- Receive notification from supplier for dispatches. Inform CHA and provide all documents for custom clearance formality in case of import consignment.
- Receive and verify custom duty amount from CHA. Forward details to finance for custom duty payment after getting payment approval.
- Provide assistance to CHA for customs clearance from customs department. Ensure material is covered under insurance policy. Engage transport agency to bring the material to the site in safe manner.
Internal/ External Audit Preparedness
- Provide information required by auditors. Report and resolve queries, if any. Execute action plans based on audit findings.
- Establish process for self-auditing
Vendor Performance Evaluation
- At least once in a year execute vendor performance evaluation in consultation with users, Safety, Finance and HR department.
- In order to ensure good vendors during procurement process
Reports
- Regular generation of various reports
- Daily Report - approved indent, enquiry issued, order placement and pending RFQ status
- Weekly Report: Key Issues Highlights
- Monthly Report: Department Progress Report and activity highlights
Networking with Vendors
- Twice in a year meeting with key suppliers to be organized for better coordination and establishment of supplier relationship
