JOB PURPOSE

To support Airport operations by procuring the required spares, consumables, and services from reliable vendors at optimal cost to the company. The role involves executing procurement and contract activities for various CAPEX and OPEX requirements in the most competitive manner, along with vendor and contract management in line with the applicable procedures and policies, and as per the terms and conditions of RFQ/contracts.

ORGANISATION CHART

KEY ACCOUNTABILITIES

1. Vendor Intelligence and Database Management

Continuously build and maintain a vendor network to ensure a pool of credible vendors, fostering long-term partnerships.
Scan for potential vendors, perform feasibility and quality checks with user departments, gather market feedback, and verify vendor registrations and documentation according to ISI rules.
Key Performance Indicators: New vendors, cost savings, lead time.

2. Compliance with Purchase Activities

Ensure all purchase activities for products, materials, equipment, and/or services under OPEX/CAPEX comply with quality standards, tax regulations, and government policies.
Conduct regular vendor audits to maintain quality and timely delivery.
Stay updated on the latest tax rules and trade laws, ensuring compliance and driving tax-saving measures.
Key Performance Indicators: No deviation notices from authorities, cost saving.

3. Procurement Review and Scope Documents

Review Purchase Requisitions (PR) and understand the requirements for procuring materials, works, and services.
Ensure procurement is in line with procurement policy.
Review scope documents, including specifications and Service Level Agreements (SLAs) for service contracts.
Key Performance Indicators: Timely procurement in line with policy.

4. Contract Drafting and Bidding Process

Assist in drafting contracts/agreements for large mechanical, electrical, civil, finishes, and structural supply and/or work contracts.
Manage the entire bidding process, including Expressions of Interest (EOI), Requests for Information (RFI), Requests for Quotation (RFQ), and Requests for Proposal (RFP).
Negotiate and finalize prices and contracts with vendors, ensuring procured products meet quality standards and are competitively priced.
Utilize modern negotiation tools such as E-bidding (reverse/forward auctions).
Key Performance Indicators: Procurement cost, turnaround time as per SLA, no deviations, project completion.

5. Logistics and Delivery Management

Plan logistics and delivery of equipment to the airport site by the supplier or OEM.
Ensure coordination with finance and SAP teams to ensure timely processing of POs/Work Orders (WO) and agreement/ENFA approvals.
Key Performance Indicators: Timely logistics management, completion of procurement within the approved budget.

6. Contract Management

Manage all agreements, including communications with other parties, assisting HOD in dispute resolution, and handling change management (variations, additional time, and cost).
Provide timely Management Information System (MIS) reports.
Draft and negotiate contracts/agreements, ensuring clearance from HOD and Legal.
Ensure a systematic document control mechanism and document repository/archiving.
Key Performance Indicators: Risk minimization, document management, contract compliance.

7. Process Optimization and Cost Reduction

Interact with senior management and user departments during the tender stage to suggest methods to optimize cost and time, such as SLA optimization.
Support process optimization and cost reduction initiatives across procurement operations.
Key Performance Indicators: Process efficiency, cost reduction, SLA optimization.

8. Vendor Development and Evaluation

Support vendor development and management, including regular vendor evaluations and feedback.
Stay informed on ISO 20400, ESG sustainability core issues, and sustainable solutions.
Ensure adherence to Standard Operating Procedures (SOP).
Key Performance Indicators: Number of new vendors developed, vendor performance evaluation.

EXTERNAL INTERACTIONS

Contractors: Clarifications, negotiations, problem-solving.
Auditors: For compliance.

INTERNAL INTERACTIONS

Collaborate with internal teams for procurement-related activities and alignment with user departments, finance, and SAP teams.
Work closely with HOD, legal, and procurement team members to ensure smooth contract management and procurement execution.

FINANCIAL DIMENSIONS

Oversee procurement costs and ensure budget adherence for procurement activities under OPEX/CAPEX.

OTHER DIMENSIONS

Key Focus Areas: Vendor management, contract negotiation, procurement process optimization.

EDUCATION QUALIFICATIONS

Required: Graduation in relevant field (Engineering, Commerce, etc.).

RELEVANT EXPERIENCE

At least 5-8 years of experience in procurement and contract management, preferably in a large-scale infrastructure organization or related industries.

Key Skills:

Expertise in SAP/e-Procurement tools.
Knowledge of ISO 20400, tax regulations, and government policies.
Strong negotiation and contract management skills.

COMPETENCIES

Personal Effectiveness
Problem Solving & Analytical Thinking
Planning & Decision Making
Stakeholder Focus
Execution & Results
Teamwork & Interpersonal Influence

Associate Manager P&C (Project Civil)