Deputy Manager - Purchase

Role & responsibilities

A. Civil Project Procurement

1. Manage procurement activities related to new civil projects, hospital expansion, renovation, refurbishment, alteration and interior/civil works.

2. Understand project requirements, scope of work, BOQ, specifications, drawings and material requirements received from the Civil/Projects/Engineering team.

3. Raise enquiries with approved and prospective contractors/vendors based on project requirements.

4. Source suitable contractors and suppliers for civil construction and related works.

5. Ensure timely availability of materials, contractors and services to meet project schedules.

6. Coordinate closely with the Projects, Civil, Engineering, Finance, Stores and user departments.

B. BOQ, Rate Comparative & Commercial Evaluation

1. Obtain quotations from multiple vendors/contractors for civil works and materials.

2. Prepare detailed comparative statements based on BOQ, quantities, specifications, rates, taxes, transportation, labour, material and other applicable costs.

3. Compare vendor rates with:

4. Previous project rates

5. Existing approved rates

6. Market rates

7. Budgeted/estimated project cost

8. Alternative vendor quotations

9. Identify cost differences, rate variations and opportunities for cost optimization.

10. Coordinate with the Civil/Projects team for technical evaluation and clarification of BOQ/specifications.

11. Ensure that technical and commercial evaluations are properly documented before recommendation.

C. Rate Negotiation & Cost Optimization

1. Negotiate with contractors and vendors to obtain competitive and commercially favourable rates.

2. Negotiate:

3. Material rates

4. Labour charges

5. Unit rates

6. Project package rates

7. Discounts

8. Transportation/freight

9. Payment terms

10. Warranty/defect liability terms

11. Completion timelines

12. Variation rates

13. Conduct market benchmarking for major civil items and project packages.

14. Identify opportunities for cost savings without compromising quality, specifications or project timelines.

15. Maintain records of negotiated rates and savings achieved.

D. Contractor & Vendor Development / Empanelment

1. Identify and develop new civil contractors, suppliers, subcontractors and specialized agencies.

2. Source contractors for:

3. Civil construction

4. Masonry

5. Plastering

6. Flooring

7. Waterproofing

8. Painting

9. False ceiling

10. Fabrication

11. Carpentry

12. Aluminum / glazing

13. Roofing

14. Demolition

15. Plumbing-related civil works

16. Other specialized project works

17. Collect and verify required vendor/contractor documentation.

18. Coordinate with Engineering/Projects, Finance, Purchase and management for vendor evaluation and empanelment.

19. Maintain an updated database of approved civil contractors and vendors.

20. Develop alternate vendors to reduce dependency on a single contractor.

E. Purchase Order & Work Order Management

1. Prepare and process Purchase Orders (POs) and Work Orders (WOs) for approved civil materials and project works.

2. Ensure PO/WO accurately captures:

3. Scope of work

4. BOQ

5. Approved rates

6. Quantity

7. Taxes

8. Delivery/completion timeline

9. Payment terms

10. Warranty/defect liability

11. Retention/security deposit, wherever applicable

12. Applicable terms and conditions

13. Ensure required approvals are obtained before release of PO/WO.

14. Issue approved POs/WOs to vendors/contractors and obtain acknowledgement.

15. Maintain proper records of all project-related POs and WOs.

F. Project Execution & Procurement Coordination

1. Coordinate with the Civil/Projects team to monitor procurement requirements against project timelines.

2. Follow up with contractors/vendors for timely mobilization, material supply and completion of assigned works.

3. Monitor pending POs/WOs and highlight delays that may affect project completion.

4. Coordinate with the concerned department for resolution of material, specification, quantity or commercial issues.

5. Support project teams in obtaining alternate quotations for additional/variation works.

G. Variation / Additional Work Management

1. Obtain quotations for additional, deviation and variation works arising during project execution.

2. Prepare comparative statements and facilitate commercial negotiations.

3. Ensure additional works are undertaken only after obtaining appropriate technical and management approvals.

4. Verify revised quantities/rates in coordination with the Civil/Projects team before processing amendments or additional Work Orders.

5. Maintain proper documentation of approved variations.

H. Vendor Bill & Payment Follow-up

1. Coordinate with Civil/Projects, Stores and Finance & Accounts for processing of vendor/contractor bills.

2. Follow up for:

3. Measurement sheets

4. Work completion certificates

5. Material receipt/acceptance

6. Approved invoices

7. Supporting documents

8. PO/WO references

9. Follow up with Finance & Accounts for timely processing of eligible vendor payments.

10. Resolve discrepancies relating to PO/WO, invoice, quantities, rates, taxes, deductions or supporting documents.

11. Maintain a tracker for pending contractor bills and payment status.

I. Commercial & Contract Documentation

1. Maintain complete records of:

2. Quotations

3. BOQs

4. Comparative statements

5. Negotiation details

6. Vendor evaluations

7. Approvals

8. Purchase Orders

9. Work Orders

10. Amendments

11. Variation orders

12. Bills and payment follow-up

13. Ensure procurement documentation is properly maintained for internal and statutory audits.

14. Support preparation and review of commercial terms and conditions for civil contracts.

J. MIS & Management Reporting

1. Prepare periodic procurement MIS covering:

2. Project-wise procurement status

3. Pending purchase requirements

4. PO/WO status

5. Vendor-wise procurement

6. Project-wise expenditure

7. Budget vs. actual procurement

8. Negotiated savings

9. Pending deliveries/work completion

10. Pending contractor bills

11. Payment status

12. New vendors/contractors empaneled

13. Variation/additional work status

14. Critical procurement issues and delays

Required Skill Sets:

1. Strong knowledge of civil project procurement processes.

2. Good understanding of BOQ, quantity, specifications and rate analysis.

3. Strong commercial negotiation and vendor management skills.

4. Knowledge of civil construction materials and services.

5. Ability to evaluate and compare contractor quotations.

6. Knowledge of Purchase Orders, Work Orders and contract terms.

7. Understanding of GST, taxation and commercial documentation.

8. Good knowledge of MS Excel, particularly comparative statements and cost analysis.

9. ERP/Procurement software experience preferred.

10. Ability to conduct market rate benchmarking.

Understanding of project costing and budget monitoring will be an advantage.

Preferred candidate profile