Job Summary:

The Procurement and Inventory Management Officer will be responsible for overseeing and managing the procurement process, ensuring accurate tracking of inventory, and ensuring compliance with LPO protocols. The officer will also track project costs compared to the standard BOQ (Bill of Quantities) and ensure timely invoicing, advance payments, and follow-ups for all related transactions.

Key Responsibilities:

1. Procurement & Purchase Order Management

• Ensure that LPOs (Local Purchase Orders) are generated for every purchase, without exception, prior to any procurement.
• Collaborate with the relevant teams to ensure LPOs are prepared with the correct details, and no purchases are made without valid LPOs.
• Work closely with the LPO generation team, ensuring that invoices are received within the correct timeline to avoid delays in VAT claims.

2. Vendor & Payment Management

• Advance payment management: Ensure that advance payments are processed promptly and that invoices are shared within one week from the payment date.
• Conduct internal follow-ups for all delayed invoices and halt new advance payments until previous invoices are received.
• Ensure that signed GRNs (Goods Receipt Notes) are uploaded by the front desk to record and track usage at stations, sites, offices, etc.

3. Inventory Management & Tracking

• Oversee the creation and maintenance of accurate inventory records, ensuring items are properly tracked and usage is documented.
• Ensure inventory utilization is traceable to its respective stations, sites, and offices for auditing and accountability.
• Track and monitor inventory levels at all times to prevent stock-outs or overstocking.

4. BOQ & Cost Analysis

• Compare project costs against the standard BOQ to analyze and report on any variances.
• Conduct a thorough analysis at the end of each project to measure actual expenses against the original BOQ and provide detailed reports to management.
• Identify opportunities for cost optimization and propose adjustments where necessary.

5. Coordination & Communication

• Ensure effective communication with cross-functional teams, including finance, procurement, and project management, to guarantee smooth operations.
• Coordinate with external vendors to ensure timely delivery and invoicing of goods and services.
• Track all goods received across various stations and sites and document them accordingly.

6. Compliance & Process Improvement

• Ensure full compliance with the procurement process, including strict adherence to LPO policies and project cost analysis.
• Monitor all procurement activities and identify opportunities for process improvements to enhance efficiency and compliance.
• Regularly review the inventory management system to ensure that data integrity is maintained and that the system is being utilized effectively.

Qualifications & Skills:

• Minimum education: Bachelor’s degree in supply chain management, Procurement, Business Administration, or a related field.
• Experience: Minimum of 3 years in procurement, inventory management, or a related role, preferably in the energy or construction industry.
• Strong understanding of procurement processes, LPO generation, and inventory management.
• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint) and inventory management systems.
• Good analytical and reporting skills with the ability to compare costs effectively.
• Excellent communication and negotiation skills.
• Strong attention to detail and organizational skills.
• Ability to work effectively in a team and independently to ensure all processes are completed accurately and on time.

Job Type: Full-time

Pay: Up to ₹50,000.00 per month

Application Question(s):

• Current Salary
• Expected Salary
• Notice Period

Work Location: In person