PRIYANKA SAXENA

As a seasoned procurement professional with 14 years of experience, I have shouldered a wide range of responsibilities to ensure the seamless operation of the procurement process in diverse areas. Here are the key responsibilities I've managed:

1. Indirect Procurement Management : Oversaw the end-to-end procurement process for various categories, including Electrical, Mechanical, Welding, Tool Kit, Safety Equipment, Cables, Plumbing, Steel, Foundation Bolts, and Base Plates, in support of our RMC plant setup on a national scale.

2. Capex Order Finalization : Played a pivotal role in the finalization of orders for critical capital expenditure items such as Containers, SILOs, Conveyor Belts, Chilling Plants, and RO Plants.

3. Purchase Order Management : Created and managed Purchase Orders (POs), floated Request for Quotations (RFQs), prepared Cost Comparatives, and generated SAP Purchase/Work Orders and Transportation Orders.

4. Invoice Certification and Payment Follow-Up : Certified invoices for payment, ensuring accuracy and compliance, and maintained regular communication with vendors to secure on-time deliveries.

5. Vendor Development and Grievance Handling : Spearheaded Vendor Development efforts and effectively addressed any grievances from major spare and labor vendors (e.g., Cosben, Aquarius, Leotronic, Bright Engineers) on a nationwide basis.

6. Transportation Arrangements : Took charge of the Transportation arrangement process for Plant & Machinery, ensuring proper documentation, including E-way bills, GST invoices, and SAP Stock Transfer Orders, with meticulous asset and material coding.

7. Heavy Equipment Coordination : Managed the hiring of Hydra, Crane, and Farana for loading, unloading, and dismantling of Plant & Machinery at project sites.

8. Transit Insurance and GRN : Coordinated the submission of Transit Insurance reports to the accounts department and handled the creation of Goods Receipt Notes (GRN) in SAP, including MIGO and Service Entry.

9. Payment List Preparation : Compiled payment lists for internal departments and forwarded them to the accounts department after necessary approvals.

10. Capex Approval and Analysis : Assisted in the preparation of Capex approval sheets in line with project data sheets and conducted Capex vs. Actual analysis post-project completion.

11. Stock Transfer Reporting : Ensured the timely submission of stock transfer reports to the accounts department through SAP.

12. Open POs/WOs Management : Monitored and managed the short-closing of open Purchase Orders and Work Orders in the SAP system.

13. Vehicle Tracking : Tracked the status of vehicles to ensure the timely arrival of goods and provided tracking information to relevant project sites.

14. Rate Contract Management : Played a role in creating and renewing rate contracts with labor and spare parts vendors.

15. Integration Development : Actively participated in the integration development program for the SAP – IDS batching system in support of new projects.

My extensive experience and ability to handle multifaceted responsibilities have contributed significantly to the efficiency and success of procurement operations in my previous roles.

My role involves several critical responsibilities related to vendor management and procurement. Here's a breakdown of those responsibilities:

1. Vendor Relationship Development : Cultivating strong relationships with vendors by initiating inquiries and soliciting quotations. This entails effective communication and collaboration to ensure a smooth procurement process.

2. Vendor Evaluation and Selection : Assessing potential vendors based on their capacity and capability to meet your organization's needs. This includes evaluating their track record, production capabilities, and quality standards.

3. Comparative Statement Creation : Preparing comparative statements that analyze various products and vendors, enabling informed decision-making. This involves a comprehensive assessment of factors like pricing, quality, and delivery timelines.

4. Negotiation Arrangements : Organizing negotiation meetings with vendors, involving representatives from the vendor side, the accounting department, and the user department. These negotiations cover payment terms, pricing, and delivery schedules.

5. Negotiation Skills : Skillfully negotiating with the three lowest-cost vendors to secure favorable terms, not only in terms of pricing but also payment terms and delivery times. This ensures the best value for the organization.

6. Approval Process : Seeking approval from the General Manager (Projects) to finalize orders with the most suitable vendor. This step is crucial to ensure alignment with the organization's strategic goals.

7. Vendor Follow-Up : Continuously following up with vendors to ensure timely delivery of materials as per the purchase order agreements. This helps maintain project timelines and prevents disruptions.

8. Document Management : Maintaining proper filing and documentation for all purchase orders and related documents. This is essential for transparency, compliance, and future reference.

9. Interaction with Finance & Accounts : Collaborating with the Finance and Accounts department to ensure timely and accurate payment to vendors, aligning with the agreed supply terms and conditions.

10. Record Keeping : Maintaining records of all Purchase Requisitions (PR) and Purchase Orders (PO), and forwarding these records to the Head Office for central record-keeping and auditing purposes.

This responsibilities encompass a broad range of activities related to procurement, vendor management, and coordination. Here's a detailed breakdown:

1. Listing of PR from SAP : Managing and maintaining a list of Purchase Requisitions (PR) in the SAP system, ensuring accurate documentation and organization of procurement requests.

2. Coordination with User Departments : Collaborating with user departments to understand their specific procurement needs and requirements for projects assigned.

3. Vendor Communication : Initiating communication with vendors by sending inquiries and obtaining quotations, ensuring competitive pricing and terms for the organization.

4. Negotiation Meetings : Organizing negotiation meetings that involve vendor representatives, the accounting department, and user department stakeholders. These meetings focus on finalizing pricing, delivery schedules, and terms and conditions.

5. Vendor Evaluation : Assessing and evaluating potential vendors based on various factors, including their pricing, capacity, quality, and reliability. Negotiating with vendors to secure favorable terms for the organization.

6. Approval Process : Seeking approval from the Vice President (Purchase) to confirm orders with the most suitable contractors or suppliers, ensuring alignment with the organization's procurement strategy.

7. Contractor Follow-Up : Continuously monitoring and following up with contractors to ensure the timely and successful execution of assigned works or projects, maintaining project timelines.

8. Financial Coordination : Coordinating with the finance department to ensure prompt and accurate payments to contractors and suppliers in accordance with agreed-upon terms and conditions.

9. Large-Scale Work Orders : Managing and overseeing the placement of significant work orders, such as those related to canteen services, Bolero hiring, labor hiring, employee medical tests, plantation initiatives, water tanker rentals, and more.

10. Vendor Training : Conducting training arrangement for vendors to educate them about the company's specific requirements and expectations. These sessions can help improve vendor performance and alignment with organizational standards.