01Overview
Role & responsibilities
Purchase requisition and specification
Receive purchase requisitions (PR) from site, execution, quality, stores and the painting shop, and confirm the requirement is complete before acting on it.
Finalise the technical specification of every material with the concerned department grade, make, standard, size, packing, shelf life and approved-make list where the client has specified one.
Challenge over-specification and under-specification. Verify quantity against the bill of quantities, drawing or bar bending schedule before ordering, rather than ordering what was asked for without question.
Maintain a material master with agreed specifications so repeat items are bought to the same standard every time.
Vendor sourcing, quotation and comparative
Identify and develop vendors for both trades and keep an approved vendor list with capability, capacity, credit terms and past performance.
Float enquiries with the full specification attached, and obtain a minimum of three quotations for every purchase above the sanctioned limit.
Prepare the comparative statement on a like-for-like basis landed cost including freight, loading, taxes, packing and delivery period, not headline rate alone.
Negotiate rate, payment terms, delivery schedule and warranty. Convert repeat items to rate contracts to stop repeated negotiation on the same material.
Put the comparative and your recommendation to the Project Head or Director for approval, with a clear reason for the vendor recommended where the lowest quote is not selected.
Purchase order and follow-up
Raise the purchase order in the ERP only after written approval, with correct specification, quantity, rate, taxes, delivery date, payment terms and HSN or SAC code.
Follow up delivery against the order and give early warning of any delay that will affect the site programme.
Coordinate transport, unloading and site delivery timing so material arrives at the front when it is needed, not before and not after.
Receipt, inspection and stores
Ensure goods receipt is recorded against the order, with quantity and quality checked at the gate and short or damaged supply raised with the vendor the same day.
Collect and file material test certificates, batch certificates and manufacturer's warranty particularly for paint systems, where DFT, batch and shelf life are audited by the client.
Support the storekeeper on stock levels, reorder levels, ageing stock and monthly physical verification.
Maintain the client free-issue material register where the client supplies material, and support the monthly reconciliation of issued against theoretical consumption
Preferred candidate profile .
