Department: Procurement / Purchase

Location: Universal Ai University, Karjat, Maharashtra

Reporting To: Pro Vice Chancellor - Operations / Designated Management Authority

Employment Type: Full time, on campus

Educational Qualifications: Bachelor s degree in relevant area with postgraduate qualification in Business Administration, Supply Chain Management or a related discipline.

Experience: 8-12 years of relevant experience, with demonstrated expertise in institutional procurement and infrastructure/construction procurement.

1. Job Purpose

To manage end-to-end procurement for Universal Ai University, covering academic departments, laboratories, IT, administration, campus operations and infrastructure development. The role will ensure timely availability of quality materials, equipment and services at competitive costs, within approved budgets and in compliance with University policies, financial controls and applicable regulations.

A key responsibility is to manage procurement for the University s ongoing building construction and campus development projects in coordination with the Infrastructure and Project Teams.

2. Key Roles and Responsibilities

A. Strategic Procurement and Purchase Management

- - Develop annual procurement plans based on departmental requirements, approved budgets and project schedules.
- Manage the complete purchase cycle, from requisition validation and vendor sourcing to quotation comparison, negotiation, purchase orders, delivery and closure.
- Establish standard procurement procedures, approval workflows, purchase documentation and centralised tracking.
- Consolidate common requirements and negotiate competitive rates through bulk purchasing, rate contracts and standardisation.

B. Infrastructure and Construction Procurement

- - Plan and execute procurement for ongoing construction, renovation, expansion and campus development projects.
- Coordinate with architects, consultants, engineers, quantity surveyors, contractors and project teams to understand Bills of Quantities (BOQs),



technical specifications and construction milestones.
- Procure civil construction materials, including cement, steel, aggregates, concrete, bricks, blocks, waterproofing, flooring, paints, doors, windows and finishing materials.
- Manage sourcing of electrical, plumbing, HVAC, fire-fighting, elevators, DG sets, structural steel, fa ade, landscaping and other MEP and infrastructure requirements.
- Verify quantities and delivery documentation with the authorised site team; coordinate scrutiny of contractor bills, measurement records, milestone payments, warranties and contractual obligations.

C. Academic, IT and Institutional Procurement

- - Manage, coordinate and procure purchases for academic Schools, research centres, laboratories, hostels, cafeteria, housekeeping, security, sports facilities, events, campus utilities libraries administrative departments, and general maintenance.
- Ensure that installation, commissioning, training, warranties and after-sales support are included wherever necessary.

D. Vendor Management, Tendering and Contracts

- - Identify, evaluate, pre-qualify and empanel suppliers, contractors and service providers through appropriate due diligence.
- Obtain and evaluate competitive quotations, and tenders; prepare comparative statements covering cost, specifications, taxes, delivery, payment terms and warranties.
- Negotiate prices, credit periods, service levels, delivery schedules and contractual terms.
- Coordinate purchase orders, work orders, supply agreements, AMCs and service contracts with the relevant stakeholders.
- Monitor vendor performance,



resolve supply issues and develop alternate sources for critical materials.
- Ensure fair vendor selection, documented approvals and compliance with the University s procurement policy.

E. Budget, Inventory and Financial Controls

- - Monitor procurement expenditure against approved budgets and report committed costs, anticipated expenditure and variances.
- Identify cost-saving opportunities through market benchmarking, negotiation, bulk purchasing and total-cost-of-ownership analysis.
- Coordinate with Stores, Finance and Accounts for goods receipt, stock records, inventory reconciliation, invoice verification, GST/TDS documentation and payment processing.
- Maintain records of warranties, capital assets, surplus or damaged materials and contractual commitments.
- Ensure that purchases and payments are supported by authorised requisitions, approvals, purchase orders, delivery records and acceptance documents.

F. Compliance, Reporting and Process Improvement

- - Maintain complete, audit-ready procurement records, including quotations, tender evaluations, approvals, contracts, invoices and delivery documentation.
- Ensure adherence to financial delegation limits, applicable statutory requirements, internal audit procedures and ethical procurement standards.
- Prepare periodic MIS reports covering purchase status, pending deliveries, vendor performance, budget utilisation, savings and outstanding commitments.
- Maintain a separate infrastructure procurement tracker highlighting project milestones, critical materials, committed costs, delays and budget deviations.
- Improve procurement efficiency through ERP systems, digital workflows, standardisation and stronger internal controls.

Disclaimer: This job posting has been aggregated from external source. Role details, content, and availability are subject to change. Applicants are advised to confirm the latest information directly on the company website before applying.

📌 Procurement Manager (Mumbai)
🏢 Universal AI University
📍 Mumbai