Job Title: Purchase Officer
Department: HR / Administration
Reporting To: Management
Location: Fairlands, Salem
Job Summary
The Purchase Officer is responsible for planning, procuring, and managing the purchase of goods, equipment, stationery, laboratory materials, furniture, IT items, maintenance supplies, and other institutional requirements. The role ensures timely procurement, cost control, quality compliance, and adherence to institutional policies.
Key ResponsibilitiesProcurement & Purchasing
- Identify institutional requirements and initiate procurement processes.
- Obtain quotations from approved vendors and prepare comparative statements.
- Negotiate prices, delivery schedules, and payment terms with suppliers.
- Generate Purchase Orders (POs) and ensure timely delivery of materials.
- Procure laboratory equipment, office supplies, furniture, books, IT equipment, and maintenance materials.
Vendor Management
- Develop and maintain relationships with suppliers and service providers.
- Evaluate vendor performance based on quality, cost, and delivery timelines.
- Maintain an approved vendor database.
- Coordinate with vendors regarding quotations, orders, and payments.
Inventory & Store Coordination
- Coordinate with stores and departments regarding stock requirements.
- Monitor inventory levels and ensure uninterrupted availability of materials.
- Verify received materials against purchase orders and invoices.
- Ensure proper documentation of goods received.
Documentation & Compliance
- Maintain procurement records, purchase files, quotations, and contracts.
- Prepare comparative statements and purchase recommendations for approval.
- Ensure compliance with institutional procurement policies and procedures.
- Assist during audits by providing procurement-related documents.
Financial Control
- Monitor procurement budgets and control purchasing costs.
- Verify supplier invoices and coordinate with the accounts department for payments.
- Prepare monthly procurement reports for management review.
Coordination
- Liaise with academic departments, laboratories, hostels, transport, and maintenance departments for procurement needs.
- Coordinate emergency purchases and urgent institutional requirements.
Qualifications
- Bachelor's Degree in Commerce, Business Administration, Supply Chain Management, or related field.
- Additional certification in Purchasing or Materials Management is preferred.
Experience
- 3–5 years of experience in procurement, purchasing, or stores management.
- Experience in educational institutions will be an added advantage.
Required Skills
- Knowledge of procurement procedures and vendor management.
- Strong negotiation and communication skills.
- Proficiency in MS Office and ERP/Purchase Management Software.
- Good analytical and record-keeping abilities.
- Ability to work independently and meet deadlines.
Key Performance Indicators (KPIs)
- Timely procurement of materials.
- Cost savings achieved through negotiations.
- Vendor performance and delivery compliance.
- Accuracy of procurement documentation.
- Inventory availability and stock management efficiency.
Pay: ₹10,000.00 - ₹20,000.00 per month
Benefits:
Work Location: In person
