Purchase Officer / Procurement Officer

Company: Ganpat University Goa (Proposed)

Job Title: Purchase Officer / Procurement Officer

Workplace Type: On - Site

Job Location: Goa, India

Employment Type: Full Time

Seniority Level: Mid Senior Level

No. of Posts: 01

Job Description

Procurement Management

• Develop and execute purchasing strategies aligned with the universitys needs and budgets.
• Source, evaluate, and negotiate with suppliers for the procurement of goods, materials, services, and equipment.
• Maintain and update a reliable supplier database, including vendor performance records.
• Prepare and process purchase orders in compliance with institutional guidelines.
• Coordinate with the accounts department for timely vendor payments and invoice reconciliation.
• Monitor market trends, pricing, and product availability to ensure best-value purchasing.
• Ensure procurement processes comply with statutory and regulatory norms (e.g., Government of India procurement rules, university standards).
  

Stock & Inventory Management

• Maintain accurate records of incoming and outgoing materials using inventory management systems (ERP or manual).
• Conduct regular stock audits, physical verification, and reconcile discrepancies.
• Monitor and manage minimum and maximum stock levels to prevent shortages or overstocking.
• Identify obsolete or slow-moving inventory and suggest corrective actions.
• Organize storage and ensure proper labeling, shelving, and handling of goods.
• Prepare monthly inventory and stock movement reports for management review.
  

Cross-Functional Coordination

• Liaise with academic and non-academic departments to understand procurement and inventory needs.
• Ensure timely delivery and availability of required materials for ongoing and upcoming projects or academic sessions.
• Coordinate with logistics and transport teams for the distribution of goods across campus facilities.
  

Compliance & Documentation

• Ensure documentation and filing of all procurement-related documents, including quotations, tenders, invoices, and delivery notes.
• Participate in internal and external audits related to procurement and inventory.
• Draft and issue tender documents and Request for Quotations (RFQs) when applicable.
• Ensure all transactions are recorded in accordance with audit and internal control requirements.

Reporting & Analysis

• Prepare procurement reports, cost analysis, and supplier performance metrics.
• Recommend cost-saving measures without compromising on quality.
• Support budget planning by providing accurate estimates and cost forecasts.

Qualifications & Experience:

• Bachelor's degree in Business Administration, Supply Chain Management, Commerce, or a related field (Masters preferred).
• Minimum 3-5 years of experience in a procurement or purchase officer role, preferably in an academic or institutional environment.
• Proficiency in MS Office and familiarity with inventory/purchase management software (e.g., SAP, Tally ERP, Zoho Inventory).
• Strong negotiation, analytical, and communication skills.
• Knowledge of government procurement regulations and institutional purchasing procedures is a plus.
  

Skills & Competencies:

• Attention to detail and high organizational capabilities.
• Strong ethical standards and integrity.
• Ability to manage multiple tasks and meet deadlines.
• Good interpersonal skills and a team-player attitude.
• Familiarity with educational institution procurement will be advantageous.