Manager - Purchase

Position Overview

Manager – Purchase is responsible for leading the procurement function of the ICD Jaipur by ensuring the timely, cost-effective, and quality procurement of all materials, spare parts, consumables, fuels, lubricants, civil and electrical items, tyres, batteries, equipment, and services essential for uninterrupted terminal operations. The incumbent plays a strategic role in developing procurement plans, managing supplier relationships, negotiating commercial terms, ensuring statutory compliance, controlling procurement costs, and maintaining optimum inventory levels.

Key Roles & Responsibilities

Procurement Planning & Material Management

Develop annual, quarterly, and monthly procurement plans based on operational requirements, preventive maintenance schedules, project activities, and inventory consumption patterns. Ensure uninterrupted availability of all materials required for efficient ICD/CFS operations by coordinating with user departments and preparing procurement schedules well in advance.

Review purchase requisitions for completeness and technical accuracy, prioritize procurement based on business criticality, and ensure timely conversion into purchase orders while maintaining procurement cycle timelines.

Procurement of Mechanical Spare Parts & Heavy Equipment Components

Manage procurement of mechanical spare parts, assemblies, and consumables for all heavy material handling and transport equipment used within the ICD/CFS, including Reach Stackers, Empty Container Handlers, Forklifts, Mobile Cranes, Hydra Cranes, Prime Movers, Trailers, Trucks, DG Sets, Compressors, and other heavy vehicles.

Ensure availability of critical components such as engines, transmissions, hydraulic pumps, hydraulic hoses, cylinders, bearings, oil seals, filters, belts, chains, clutches, brake systems, electrical components, fabrication materials, industrial hardware, welding consumables, and specialized maintenance tools to minimize equipment downtime and improve fleet reliability.

Coordinate closely with the Mechanical Maintenance team to identify critical spare requirements, forecast future demand, and maintain optimum stock levels of high-value and fast-moving spare parts.

Procurement of Fuel, Lubricants & Industrial Oils

Manage end-to-end procurement of High Speed Diesel (HSD), Petrol, Engine Oil, Hydraulic Oil, Gear Oil, Transmission Oil, Coolants, Grease, DEF/AdBlue (where applicable), and other industrial lubricants required for operational equipment and vehicles.

Negotiate competitive supply contracts, monitor market price trends, establish annual rate contracts, and ensure uninterrupted fuel availability. Review fuel consumption reports, reconcile usage, identify abnormal consumption trends, and implement cost-control measures without compromising operational efficiency.

Procurement of Tyres, Batteries & Fleet Consumables

Oversee procurement and lifecycle management of tyres, tubes, flaps, industrial batteries, automotive batteries, battery chargers, and related accessories for all operational equipment and heavy vehicles.

Monitor tyre life, battery performance, retreading schedules, replacement planning, warranty claims, and annual maintenance contracts to maximize asset life and minimize operating costs.

Civil & Infrastructure Procurement

Lead procurement activities related to civil maintenance and infrastructure development, including cement, reinforcement steel, aggregates, sand, paver blocks, structural steel, roofing materials, paints, plumbing materials, fabrication items, construction chemicals, and miscellaneous building materials.

Coordinate with the civil engineering team to ensure timely availability of materials for yard maintenance, pavement repairs, drainage systems, office buildings, warehouses, compound walls, utility infrastructure, and expansion projects.

Electrical Procurement

Manage procurement of electrical equipment and maintenance materials such as LT/HT cables, switchgear, MCCBs, MCBs, contactors, relays, motors, transformers, industrial lighting, electrical panels, UPS systems, earthing materials, instrumentation items, and electrical safety equipment.

Work closely with the Electrical Maintenance department to support preventive maintenance activities and ensure uninterrupted power infrastructure across the terminal.

Procurement of General Consumables & Operational Supplies

Ensure timely procurement of safety equipment, personal protective equipment (PPE), housekeeping materials, stationery, IT consumables, plumbing supplies, fabrication materials, welding electrodes, industrial gases, cleaning chemicals, packaging materials, office equipment, and other routine operational consumables required across departments.

Vendor Development & Strategic Sourcing

Identify, evaluate, develop, and onboard reliable suppliers capable of meeting organizational requirements related to quality, delivery, pricing, and service standards.

Establish robust vendor qualification procedures, conduct vendor performance evaluations, maintain approved vendor databases, and promote competitive sourcing through transparent procurement practices. Build long-term strategic relationships with key suppliers to ensure supply continuity and commercial advantages.

Continuously explore alternate sourcing opportunities, indigenous suppliers, and innovative procurement methods to improve quality and reduce procurement costs.

Tendering, Commercial Negotiation & Contract Management

Manage the complete procurement lifecycle from receipt of purchase requisition through preparation of RFQs, collection of quotations, technical evaluation, comparative statement preparation, commercial negotiations, purchase order issuance, delivery follow-up, and payment coordination.

Lead commercial negotiations to achieve the best possible pricing, warranty terms, payment conditions, delivery schedules, after-sales support, and contractual safeguards while ensuring compliance with company procurement policies.

Prepare and administer annual rate contracts, service contracts, maintenance agreements, and procurement contracts with suppliers and contractors.

Inventory Optimization & Store Coordination

Work closely with the Stores department to establish optimum inventory levels based on consumption trends and operational criticality.

Implement inventory management practices including minimum-maximum stock levels, reorder levels, safety stock planning, ABC analysis, FSN analysis, identification of slow-moving and obsolete inventory, and stock rationalization to optimize working capital while preventing stock-outs.

Cost Management & Procurement Savings

Drive procurement cost optimization initiatives through effective negotiations, alternate sourcing, bulk purchasing, vendor consolidation, value engineering, standardization of materials, and annual rate contracts.

Prepare procurement budgets, monitor departmental expenditure against approved budgets, analyze procurement trends, and identify opportunities for sustainable cost reduction without compromising quality or operational efficiency.

Develop periodic reports highlighting procurement savings, budget utilization, price variances, and cost improvement initiatives for management review.

Compliance, Documentation & Audit

Ensure all procurement activities comply with company procurement policies, the delegated authority matrix, statutory regulations, GST provisions, commercial terms, and internal audit requirements.

Maintain complete and accurate procurement documentation, including purchase requisitions, requests for quotations, comparative statements, purchase orders, contracts, invoices, inspection reports, delivery challans, warranty records, and vendor agreements.

Support internal, statutory, and external audits by providing procurement records and ensuring complete traceability of procurement transactions.

Cross-Functional Coordination

Collaborate effectively with Operations, Mechanical Maintenance, Electrical, Civil, Finance & Accounts, Stores, Security, Administration, Transport, and Project teams to understand business requirements, resolve procurement challenges, expedite urgent requirements, and ensure smooth operational continuity.

Leadership & Team Management

Lead, mentor, and develop the Purchase team by assigning responsibilities, reviewing performance, providing technical guidance, and promoting continuous learning.

Drive process improvements through automation, ERP utilization, standard operating procedures, and procurement best practices while fostering a culture of accountability, transparency, customer service, and continuous improvement.

Educational Qualifications

• Bachelor's Degree or Diploma in Mechanical Engineering, Electrical Engineering, Civil Engineering, or a Related Discipline.
• An MBA/PGDM in Supply Chain Management, Materials Management, Operations Management, or Procurement will be preferred.

Experience

• Minimum 8–15 years of progressive experience in procurement and supply chain management.
• At least 5 years in a managerial role within an ICD, CFS, port, shipping, logistics, heavy engineering, mining, infrastructure, manufacturing, or material handling equipment environment.
• Proven experience in procurement of heavy equipment spare parts, fuels, lubricants, tyre, batteries, civil materials, electrical items, and maintenance services.

Required Competencies

• Strong commercial acumen and negotiation skills
• In-depth knowledge of heavy equipment spare parts and industrial procurement
• Vendor development and relationship management
• Strategic sourcing and contract management
• Inventory planning and materials management
• Budgeting and cost control
• Knowledge of GST, taxation, and procurement compliance
• ERP proficiency (SAP, Oracle, Microsoft Dynamics, or equivalent)
• Advanced Microsoft Excel and MIS reporting
• Excellent analytical, planning, communication, and leadership skills
• Ability to work supporting critical operational requirements with integrity, professionalism, and a continuous improvement mindset.