Buyer Services

• Review of Approved Purchase Requisitions (PRs) from different user departments of plant; seek additional information if required from user for correctness & completeness of PR.
• Provide support in identifying the type and method of procurement (depending on type of material / services to be procured, nature of PR (normal vs. emergency PR), stocks available, availability of rate contract, value, delivery timeline etc.)
• Identification of potential bidders who meet the requirements (using Company vendor database, Supply market analysis, advertisement or recommendations from other teams).
• Preparation of the Request for Proposal (RFP) / Request for Quotation (RFQ) document for Tendering.
• Organizing and planning pre-bid meeting based on the queries and communication requirements from vendors.
• Ensure timely Vendor Technical bid evaluation by respective user dept and Commercial bid evaluation of vendors.
• Conducting fact-based negotiations/e-auction with shortlisted bidders.
• Preparation of Note for Approval (NFA) for selected bidder (vendor) and obtaining required approvals as per Doa.

• Prepare purchase order, contract based on Approvals obtained as per Doa as per stated protocols & standard templates.
• Set up the approved purchase order, contract record within the ERP system, using the appropriate system steps and functionality.
• Maintain the purchase order, contract document for future reference as per defined document management policy.
• Send the purchase order, contract to vendor and all identified stakeholders.
• Collate the Advance Bank Guarantee / Contract Performance Bank Guarantee (ABG/CPBG)/Customs related documents from vendor as per requirements.

• Based on approved NFA, prepare, review and issue local rate contract.
• Prepare plant specific outline agreement (OA) in ERP system based on rate contract.
• Prepare PO / SO for procurement under valid rate contract.

• Prepare Billing Break Up and get it uploaded in SAP, if applicable.
• Expediting of ordered materials / Services for timely delivery / Execution.
• Address, resolve or re-allocate and share response for queries raised by vendors or from other internal stakeholders, during expediting delivery / Execution.
• Prepare Change Order/ Amendments in the order including quantity / Rate variation, Extra items, Time Extensions etc.
• Facilitate closure of contracts and take necessary actions.
• Execute contingency plans in case of immediate business requirements

• Coordinate with new identified vendors to send information / documents in predefined forms for evaluation.
• Prepare vendor evaluation criteria for the category in consultation with quality, engineering and project management & control departments.
• Check details of forms submitted by vendor for their completeness and validity of documents.
• Interact and take approval of Quality / User / HSE department for vendor assessment if required.
• If the vendor is qualified based on the vendor evaluation criteria, update approved vendor list & communicate to vendor.
• Populate required data and documents into MDG/Ariba system to get vendor code created in SAP.

• Preparation of vendor segmentation matrix based on annual spend with the vendor, risks associated and spend categories defined at cluster level.
• Ensure timely vendor performance evaluations by concern user departments.
• Assigning performance levels to vendors, review of vendor scorecard, and checking if the performance is meeting desired level.
• In case of satisfactory performance, communicating performance feedback to vendors highlighting improvement opportunities on individual parameters.
• In case of unacceptable performance, communicating performance to vendor & planning discussions to identify actions required for performance improvement.

• Establish strategic partnerships with suppliers / vendors of assigned category which will benefit Adani from a long-term perspective and effectively leverage them for value additions to business.

Adani Group