Job Summary
The primary purpose of this role is to ensure the timely, cost-effective, and quality-driven procurement of materials, equipment, and services required for civil construction projects. The Officer – Procurement will be responsible for identifying and developing reliable vendors, negotiating favorable terms, and ensuring adherence to technical specifications, budgets, and project timelines. This role plays a critical part in supporting uninterrupted site execution by maintaining optimum inventory levels, preventing work delays due to material shortages, and implementing industry-standard procurement best practices. The position requires close coordination with project, estimation, accounts, and stores teams to achieve cost savings, operational efficiency, and compliance with company policies and statutory requirements and maintain audit ready documentation with disciplined system/MIS updates so projects meet their profitability, cash-flow, and schedule goals.
Key Responsibilities
- Responsible for collecting material and equipment requirements from the project/site team in advance.
- Responsible for preparing a purchase forecast and providing material rates to the estimation team based on the estimation team requirement for BOQ preparation and budget allocation.
- Responsible for ensuring no situation of zero stock or delays due to poor planning.
- Responsible for identifying suitable vendors, andsubcontractors as per project needs.
- Responsible for conducting vendor pre-qualification based on capacity, past performance, financial stability, and compliance in assistance with operation team.
- Responsible for developing and maintaining an approved vendor database. New data to be added every quarterly by 10% (for performance check)
- Responsible for floatingRFQs (request for quotation) to multiple vendors ensuring at least 3 valid quotations.
- Responsible for comparingprices, payment terms, credit period, and delivery schedules.
- Responsible for ensuringnegotiations are transparent and documented.
- Evaluate vendors based on technical specifications, quality, past performance, and rates.
- Fix agreements with selected suppliers ensuring Unicap gets the best value for money
- Initiate corporate tie-ups for volume purchases to secure favorable rates and terms.
- Prepare and issue detailed Purchase Orders with specifications, delivery timelines, and payment terms.
- Ensure proper approvals from management before order confirmation.
- Communicate delivery schedule and payment terms clearly to suppliers.
- Coordinate delivery to site ensuring timelines are strictly followed.
- Conduct quality checks on receipt of goods at site as per approved specifications.
- Ensure rejected materials are returned/replaced immediately without cost impact.
- Ensure supplier invoices are matched with GRNs (Goods Received Notes) and POs.
- Provide ageing report to the higher management and arrange releasing payments as per agreed credit period to maintain strong supplier relationships. ( every Tuesday ageing report and transfer on Thursday)
- Track and monitor supplier credit terms for consistency.
- Ensure no work get delay due to material / equipment shortage
- Arrange subcontractor and manage their rate agreements in coordination with estimation team and monitor their performance.
- Conduct quarterly market analysis to benchmark material rates
- Update approved vendor list based on performance and cost efficiency.
- Recommend cost-saving alternatives wherever possible.
- Responsible for administering leasing and rental agencies/companies for site-related work and activities.
- Responsible for negotiating terms and ensuring costs are competitive and within budget constraints.
- Responsible for ensuring all equipment and assets are provided to sites as per requirements from the Manager – Operations.
- Responsible for coordinating with outside agencies for arranging rental equipment whenever required.
- Responsible for ensuringuninterrupted availability of assets at all project sites.
- Responsible for maintaining accurate details of all equipment and asset transfers between sites. (transfer notes)
- Responsible for ensuringreal-time updates on asset utilization and status at each site.
- Responsible for preventing asset loss through proper monitoring and tracking mechanisms.
- Responsible for maintaining 100% updated records in the Asset Book with complete details of ownership, leasing, transfers, and current status.
- Responsible for ensuringall asset-related documentation is accurate and audit-ready.
- Responsible for matching invoices to Goods Received Notes (GRN) for all asset-related transactions.
- Responsible for conducting quarterly asset audits across all sites.
- Responsible for ensuring compliance with the organization’s Asset Management SOPs and statutory requirements.
- Responsible for ensuring 100% adherence to approved budgets for all procurement and asset-related activities.
- Responsible for monitoring purchase costs against budget allocations to prevent overruns.
- Responsible for developing and maintaining reliable vendors with updated performance records for consistent supply and cost efficiency.
- Responsible for negotiating higher credit periods and better terms to improve working capital.
- Responsible for sourcing cost-effective materials from approved rental and leasing agencies while maintaining quality standards.
- Responsible for maintaining optimum stock levels to avoid both overstocking and stockouts.
- Responsible for ensuring timely material availability to support uninterrupted project progress.
- Responsible for preparing and submitting timely procurement reports including PO tracking, PR/PO aging, and GRN updates.
- Responsible for providingquarterly reports on cost control measures and savings achieved.
- Responsible for ensuring strict compliance with organizational SOPs, procurement policies, and audit requirements.
- Responsible for maintaining complete documentation to achieve a high compliance score in internal and external audits.
- Should be aware of new technical skills in market and implement in the process to make it time effective.
- Suggest new ideas and feedback needed in own departmentto higher authority periodically.
- Request for any support needed for higher authorities for self-development.
- Time to Time Vehicle insurance ( Balero and Dosth)
- Time to Time yearly RTO Break permission and documentation
- Periodically service of Vehicle with permission of higher authority.
- Ensure maintaining running track book and time to time cross check of Vehicle running track book.
- Ensure the vehicle are cleaned and proper working condition.
Qualification : Civil Diploma
Experience : 3+ years in the construction industry
Pay: ₹25,000.00 per month
Work Location: In person
