Head of Department (HOD) – Procurement & Vendor Payments

Job Description

Position: Head of Department (HOD) – Procurement & Vendor Payments

Industry: EPCC / Infrastructure / Construction

Experience: 12 to 15 Years (Construction / Infrastructure Projects)

Location: As per project / HO requirement

Role Overview:

The HOD – Procurement & Vendor Payments will be responsible for leading end-to-end procurement operations and vendor payment management for large EPCC infrastructure projects. The role requires strong expertise in government contracting (Indian Railways & State departments), commercial compliance, vendor coordination, and financial discipline, while also supporting expansion into private sector projects.

Key Responsibilities:

Procurement & Contract Management

• Lead and manage strategic procurement planning for EPCC projects across Railways, State Government, and private sector clients.
• Develop and implement procurement policies, procedures, and controls aligned with company and statutory requirements.
• Handle tender-based procurement, rate analysis, BOQs, and contract finalization.
• Negotiate commercial terms, prices, delivery schedules, and payment milestones with vendors and subcontractors.
• Finalize and administer purchase orders, work orders, and subcontracts.
• Ensure compliance with Railway standards, government procurement norms, and contract conditions.

Vendor Development & Management

• Identify, evaluate, empanel, and develop vendors, subcontractors, and service providers.
• Maintain strong long-term relationships with key vendors and resolve commercial disputes.
• Monitor vendor performance in terms of quality, delivery, cost, and compliance.
• Support sourcing strategies for private sector expansion with competitive and innovative vendors.

Vendor Payments & Commercial Control

• Head the vendor billing and payment department, ensuring timely and accurate payments.
• Verify vendor invoices with respect to contracts, GRNs, MBs, RA bills, and certifications.
• Coordinate with project, accounts, and finance teams to ensure smooth payment cycles.
• Ensure compliance with GST, TDS, retention money, advances, BGs, and statutory deductions.
• Track outstanding payables, advances, and aging reports.
• Resolve vendor payment issues and discrepancies professionally.

Coordination & Leadership

• Work closely with Project, Planning, Contracts, Finance, and Stores departments.
• Lead, mentor, and develop procurement and payment teams across projects.
• Establish systems for cost control, value engineering, and budget adherence.
• Prepare MIS reports, procurement status, vendor performance reviews, and cash flow inputs for management.

Compliance & Risk Management

• Ensure adherence to contractual, legal, audit, and internal control requirements.
• Support internal and external audits related to procurement and vendor payments.
• Mitigate commercial and procurement risks through proper documentation and controls.

Key Skills & Competencies:

• Strong expertise in EPCC procurement, construction contracts, and government projects
• In-depth knowledge of Indian Railways and State Government procurement processes
• Excellent negotiation, commercial, and vendor management skills
• Sound understanding of GST, TDS, billing, and statutory compliance
• Leadership, decision-making, and problem-solving abilities
• Proficiency in ERP systems, MS Excel, and procurement MIS
• Strong communication and stakeholder management skills

Educational Qualifications:

• Bachelor’s degree in Engineering / Commerce / Supply Chain / Materials Management
• MBA / PG Diploma in Materials Management / Supply Chain / Finance (preferred)

Experience Requirements:

• Minimum 12–15 years of experience in procurement and vendor payments
• Mandatory experience in construction / infrastructure / EPCC companies
• Exposure to Indian Railways and State Government projects is essential
• Experience in private sector project procurement will be an added advantage

Job Types: Full-time, Permanent

Pay: ₹50,000.00 - ₹80,000.00 per month

Benefits:

• Cell phone reimbursement
• Health insurance
• Provident Fund

Work Location: In person