1) Job Purpose

To plan, organize, track and coordinate various activities of downstream strategic and routine capex procurement, as well as the capex procurement of corporate functions like Administration, HR, MCoE, Legal, Strategy etc. with a view to ensure completion of ordering process within budget and given timeline. To handle enquiry management in collaboration with project teams, coordinate with end users for specification rationalization, follow up for Tech 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 of 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.

To drive and implement digitization of the various manual processes currently in practice for the import/ forex payment related jobs.

Additionally, ensures proper documentation for IMS audits within the Capex procurement team by coordinating with other team members.

4) Key result areas/ Principal Accountabilities

Facilitation and documentation for IMS and other Audits

1. Ensure timely coordination with multiple team members for IMS and other audits
2. Maintaining organized and up-to-date documentation for audits
3. Ensuring compliance, and facilitating internal communication to ensure successful audits

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. Check incoming invoices from suppliers for checking the correctness and adherence to PO terms
2. Coordinate with plants, treasury and suppliers to check and follow up on timely arrival of documents in our banks
3. Coordinate with plants and import department for timely clearance. In case of late arrival of original document, follow up with suppliers
4. Support the units by checking and preparing draft LC application
5. Follow up with treasury to ensure the terms are in line with statutory requirements. If not, discuss with suppliers and resolve
6. Dispute resolution between suppliers and units as the case may be
7. Issue change of orders, if necessary to fall in line with LC requirements
8. Coordinate with Treasury for amendment of LC as and when required
9. Coordinate with hedging desk for roll over if payments are not made in time
10. Drive digitization by gradually moving away from manual procedures currently prevailing to on-line.
11. Work closely with import and treasury teams to review outstanding cases in IDPMS and take suitable action for closure