Store & Purchase Officer

Qualifications

Essential:

• Graduate in any discipline (preferably Commerce / Management / Engineering).
• Minimum 5 years of relevant experience in purchase, procurement, and inventory management.
• Good knowledge of University purchase procedures.
• Proficiency in MS Office , ERP or inventory management software .

Desirable:

• Postgraduate degree or diploma in Materials Management / Supply Chain Management / Business Administration .
• Experience in educational institutions , public sector , or large organizations handling store and purchase functions.
• Familiarity with audit and stock verification procedures .

KRA -

1. Procurement Planning & Budgeting

• Prepare annual and quarterly procurement plans based on departmental requirements and approved budgets.
• Ensure timely processing of indents and purchase requisitions.
• Coordinate with Finance and concerned departments to ensure budget availability before purchase.

2. Vendor Management

• Identify, empanel, and evaluate vendors as per university norms.
• Maintain an updated and approved vendor database.
• Obtain quotations and ensure vendor compliance with terms and conditions.

3. Tendering and Procurement Process

• Prepare and float tenders, RFQs, and comparative statements as per procurement policy.
• Ensure transparent and compliant purchase procedures (University norms).
• Coordinate with Purchase Committee for evaluation and finalization.

4. Purchase Order & Contract Management

• Prepare and issue Purchase Orders (POs) accurately and promptly.
• Monitor PO execution, delivery timelines, and quality of goods/services.
• Maintain records of contracts, warranties, and AMCs.

5. Inventory & Material Management

• Coordinate with Stores for receipt, inspection, and issuance of materials.
• Maintain stock registers and ensure optimal inventory levels.
• Facilitate disposal of obsolete/scrap material.

6. Compliance & Audit

• Ensure all purchases comply with university policies and audit standards.
• Maintain complete documentation for audit and statutory purposes.
• Address and resolve audit observations promptly.

7. Coordination & Reporting

• Liaise with departments for requirement clarification and delivery follow-up.
• Submit periodic reports on procurement status, pending indents, and vendor performance.
• Support management with data for decision-making.
• Interdepartmental coordination and Head Office Coordination of the University

8. Cost Efficiency & Value for Money

• Ensure cost-effective procurement through negotiation and market comparison.
• Identify opportunities for savings and process improvement.