- Understand the Techno-Commercial strategy and plan for CPO/ BU/ Site
- Take necessary actions in own area of work to implement strategic initiatives (Group wide/ CPO specific BU specific/ Site specific) as per plan
- 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 bidder
- 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
Common Capex and Opex items/ packages:
- Responsible for supporting and driving end to end procurement activities and act as a specialist leader for the assigned Category and report functionally to the CPO
- Prepare approved common vendor list for each category in consultation with BUs QA/QC
- Works towards building effective vendor relationship management for the category tagged as per the specified specialisation
- Responsible for standard technical specifications for the tagged category (in consultation with BUs Eng. team) and provide inputs to enhance value of goods and services procured
- Review and analyse data including spend analysis, commodity analysis, market intelligence and trend analysis for the respective category segment (area of specialization)
- Partner with the BU team and support bidding/ estimation process with price trends, geographical market intelligence, forecasting and other related inputs
- Prepare and circulate regular MIS and SLA reports with exception reports
Associated Procurement Activities
Post Order Management
- Prepare BBU 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
Commercial Due Diligence for M&A or any new business opportunity
Assist in the interactions with target entities for mergers & acquisitions due diligence regarding take-over of third party assets
- Contribute to the process of identifying requirements and obtaining clearances/ documentation for taking over assets from target entities
- Provide commercial inputs for any new business opportunities or business case. It includes providing contracting structure having an optimal tax impact, project/ package estimates (project, budgets, etc.
- 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
- If the vendor is qualified based on the vendor evaluation criteria, update approved vendor list & communicate to vendor
- Populate required data and documents into the PiLog 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: