JOB DESCRIPTION – PURCHASE EXECUTIVE

Company: Indira Dairy
Department: Purchase & Inventory
Designation: Purchase Executive
Reporting To: Finance Manager

1. Position Summary

The Purchase Executive will be responsible for managing and executing day-to-day procurement activities for Indira Dairy's milk, batter, and chapati processing units. The role includes procurement planning, vendor identification and coordination, price negotiation, purchase order preparation, inventory monitoring, material delivery follow-up, invoice verification, and purchase documentation.

The position requires close coordination with Production, Stores, Maintenance, Quality Control, Dispatch, and Accounts to ensure the timely availability of materials at competitive prices while maintaining quality standards, cost efficiency, and compliance with company policies.

2. Key ResponsibilitiesA. Procurement Planning & Execution

- Coordinate with Production, Stores, Maintenance, and other departments to identify material requirements.
- Review purchase requisitions and verify stock availability before initiating purchases.
- Plan procurement of raw materials, packaging materials, consumables, spare parts, and other operational supplies.
- Obtain quotations from vendors and prepare comparative statements for price and commercial evaluation.
- Negotiate prices, delivery schedules, and payment terms within the authority delegated by management.
- Prepare purchase orders and obtain the required approval before confirming orders.
- Ensure timely procurement to avoid production interruptions and material shortages.

B. Vendor Management

- Identify suitable suppliers and develop a reliable vendor network.
- Maintain updated vendor details, contact information, price lists, and commercial terms.
- Evaluate suppliers based on pricing, quality, delivery performance, and reliability.
- Follow up with vendors regarding order confirmation, dispatch, delivery delays, and pending supplies.
- Resolve routine vendor-related issues and escalate major disputes or deviations to the Finance Manager.
- Maintain an approved vendor list and supplier documentation.

C. Purchase Order & Delivery Management

- Prepare accurate purchase orders containing item descriptions, specifications, quantities, rates, taxes, and delivery terms.
- Track open purchase orders and maintain a pending delivery report.
- Coordinate with Stores for receipt and verification of materials against purchase orders and delivery documents.
- Report discrepancies in quantity, quality, specifications, or pricing and coordinate corrective action with suppliers.
- Monitor urgent requirements and arrange timely procurement, subject to the prescribed approval process.

D. Cost Control & Budget Monitoring

- Compare quotations and recommend cost-effective suppliers without compromising quality.
- Monitor material prices and identify opportunities for cost savings.
- Maintain historical purchase prices to identify price variations and unusual increases.
- Ensure purchases are within approved budgets and authorized limits.
- Explore alternative suppliers and sourcing options to improve cost efficiency.
- Report significant price variations, budget deviations, and potential savings to the Finance Manager.

E. Inventory Coordination





- Coordinate with Stores and Production to monitor stock availability and future material requirements.
- Maintain minimum stock and reorder levels for critical materials in coordination with the concerned departments.
- Monitor slow-moving, non-moving, excess, and near-expiry inventory.
- Avoid duplicate, unnecessary, or excess purchases by verifying available stock before placing orders.
- Support FIFO/FEFO practices wherever applicable.
- Immediately report potential stock-outs or supply disruptions to the Finance Manager and concerned department heads.

F. Quality & Statutory Compliance

- Coordinate with the Quality Control team to ensure purchased materials meet approved specifications.
- Obtain relevant product specifications, certificates, and compliance documents from suppliers wherever required.
- Ensure applicable food safety and FSSAI documentation is available for ingredients and food-contact packaging materials, as relevant.
- Coordinate replacement or corrective action for rejected, damaged, expired, or non-conforming materials.
- Maintain purchase records required for internal audits and statutory inspections.

G. Invoice Verification & Accounts Coordination

- Verify supplier invoices against approved purchase orders, goods receipt records, and agreed commercial terms.
- Check quantities, rates, discounts, GST details, and other applicable charges.
- Coordinate with Stores and Accounts to resolve discrepancies before forwarding invoices for payment processing.
- Maintain records of pending invoices, supplier advances, credit notes, and outstanding purchase-related issues, as applicable.
- Coordinate with the Finance Manager regarding payment priorities and supplier account discrepancies.

H. Documentation & MIS Reporting

- Maintain the purchase register, purchase orders, quotations, comparative statements, purchase requisitions, and supplier records.
- Maintain a tracker of pending purchase orders, delayed deliveries, urgent requirements, and outstanding supplier issues.
- Prepare periodic purchase reports covering expenditure, price variations, pending orders, stock-out incidents, and supplier performance.
- Submit monthly purchase MIS reports to the Finance Manager.
- Ensure all procurement activities are properly documented and traceable.

I. Interdepartmental Coordination

- Coordinate regularly with Production, Stores, Maintenance, Quality Control, Dispatch, and Accounts.
- Ensure purchase requirements are processed promptly and communicated to the concerned departments.
- Follow company procedures for purchase requisitions, approvals, material receipt, and invoice processing.
- Maintain confidentiality of supplier quotations, negotiated prices, and commercial information.
- Perform other procurement-related responsibilities assigned by management.

3. Key Performance Indicators (KPIs)





- Timely fulfilment of approved purchase requisitions.
- On-time delivery of ordered materials.
- Procurement cost savings and price competitiveness.
- Reduction in material shortages and production interruptions caused by procurement delays.
- Accuracy of purchase orders and invoice verification.
- Compliance with purchase approval procedures and budgets.
- Vendor quality and delivery performance.
- Accuracy and timely submission of purchase MIS reports.
- Reduction of excess and unnecessary inventory purchases.
- Audit compliance and completeness of purchase documentation.

4. Qualifications & Experience

- Education: Bachelor's degree in Commerce, Business Administration, Supply Chain Management, or a related field.
- Experience: 2–4 years of experience in procurement, purchasing, or inventory coordination, preferably in dairy, food processing, FMCG, or manufacturing.
- Experience in purchasing raw materials, packaging materials, consumables, and operational supplies is preferred.
- Working knowledge of GST invoices, purchase documentation, vendor management, and inventory control.
- Proficiency in MS Excel and purchase/inventory software or ERP systems.

5. Skills & Competencies

- Vendor negotiation and relationship management.
- Strong planning, follow-up, and coordination skills.
- Cost-conscious decision-making and analytical ability.
- Accuracy in documentation and invoice verification.
- Valuable communication and problem-solving skills.
- Ability to prioritize urgent operational requirements.
- Integrity, accountability, and adherence to company procedures.

6. Reporting & Authority

- The Purchase Executive shall report directly to the Finance Manager.
- The role shall be responsible for day-to-day procurement execution and coordination across the company's operating units.
- All purchases shall be made against authorized requisitions and within approved budgets and delegated authority.
- Vendor finalization, purchases beyond authorized limits, exceptional purchases, and deviations from approved procedures shall require approval from the Finance Manager or other authorized management personnel.
- The Purchase Executive shall not commit the company to unauthorized purchases, financial obligations, or changes in agreed commercial terms.

Note: The responsibilities and authority of this position may be revised by management according to operational requirements and the company's procurement policy.

Pay: ₹20,000.00 - ₹25,000.00 per month

Benefits:

- Food provided
- Provident Fund

Ability to commute/relocate:

- Kovalam, Thiruvananthapuram, Kerala: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

- Which industry have you worked in?
- Which materials have you handled in your previous purchasing role?
- What is your current monthly gross salary and expected monthly gross salary?
- What is your notice period, and if selected, when can you join?
- Are you comfortable working at Indira Dairy and coordinating with milk, batter, chapati production units and Bakery unit as required?

Education:

- Bachelor's (Required)

Experience:

- purchase/procurement: 2 years (Required)

Willingness to travel:

- 50% (Required)

Work Location: In person

📌 Purchase Executive (Kovalam)
🏢 INDIRA DAIRY
📍 Kovalam