TM Alumina Project

1) Job Purpose

To plan, organize, track and coordinate various activities of strategic & routine capex procurement in Chemicals Business with a view to ensure completion of ordering process within budget and given timeline. To work closely with users and functions to prepare negotiation calendar for the year basis the approved capex plan for the financial year, and ensure packages are made ready for final negotiation at SPF as per the calendar. To handle enquiry management in collaboration with project teams, coordinate with end users for specification rationalization, follow up for technical evaluation reports, plan and organize techno commercial meetings amongst plants / corporate functions, suppliers and SPF, prepare term sheets based on outcome of the meetings, prepare bid tabs etc.

To plan and organize on time hedging forex payment as per payment terms in coordination with Risk Management Team and give periodic feedback to them for all imported orders, for forex rollovers in coordination with unit finance and project team.

To coordinate with Treasury for forex payment covering LC, CAD etc. which also includes coordination with vendors for acceptance of LC draft, issue change of order etc.

4) Key result areas/ Principal Accountabilities

Accountability

Supporting Actions

Preparation and adherence to negotiation calendar

Identify high-value packages to be sent to Strategic Procurement for finalization.

Collaborate with Unit Project Teams to assess their preparedness for sending packages to Strategic Procurement.

Prepare a Negotiation Calendar with Strategic Procurement, taking into account occupancy levels and moderating as needed.

Ensure all packages are ready according to the agreed plan and send them to Corporate Strategy & Procurement, highlighting any deviations and discussing possible date shifts as necessary.

Monitor progress, provide feedback, discuss with Unit management/Business level, and strategic procurement function.

Pre- negotiation: Commercial Evaluation

1. To obtain quotation from vendors, on time.
2. Study the vendors proposal and prepare a comprehensive Bid Tabulation Summary by taking into consideration latest and valid applicable taxes and duties.
3. Coordinate with unit end users/functions to ensure on time completion of technical evaluation

Commercial Negotiation and back up documentation

1. Prepare the draft Commercial terms sheet along with Head Capex Alumina and make bid tabs within specified time targets
2. Collect hedged rates from risk management wherever forex is involved.
3. Plan techno commercial meetings amongst vendors and units and SPF
4. Coordinate with legal and taxation dept for finalization of legal and tax related terms as the case may be
5. Bench marking price with other units/ Novelis/ ABG group companies, previous purchase prices, as the case may be
6. Interaction with unit projects and tech team for rationalization of scope, and freeze techno commercial terms like warranty, LD for non-performance.
7. Prioritize CPs with EOHS requirement
8. Coordinate with risk management for forex hedging rate for a proper CTC calculation.
9. Coordinate with taxation dept for tax related issues especially for overseas vendor's service payments
10. Bid tab preparation.
11. MOM preparation for all negotiated terms

Post- negotiation: Documentation including preparation of Contract / purchase orders

1. Prepare contract / foreign purchase orders as per agreed terms and conditions.
2. Coordinate with vendors for on time order acceptance

Coordination with Import function and Treasury for post ordering activities related to forex payments

1. Verify accuracy of incoming invoices against PO terms for supplier compliance.
2. Coordinate with Plants, Treasury, Suppliers to ensure timely receipt of documents at our banks.
3. Collaborate with Plants & Import Department for expeditious clearance, including follow-up on delayed original documents.
4. Assist Units in preparing draft LC applications to support trade transactions.
5. Ensure Treasury terms align with statutory requirements resolve discrepancies with suppliers as needed.
6. Resolve supplier-dispute issues between units where applicable.
7. Issue change orders when necessary to ensure compliance with LC requirements.
8. Coordinate with Treasury for timely amendment of outstanding Letters of Credit (LCs).
9. Collaborate with Hedging Desk on rollover arrangements in case of delayed payments.
10. Drive digitization efforts by transitioning away from manual procedures towards online processes.
11. Work closely with Import & Treasury teams to review and resolve outstanding cases in IDPMS, as needed.