About the Role The role involves coordinating with all departments to collect, validate and consolidate annual and periodic requirements for goods, services and works; preparing an annual procurement plan; managing end-to-end tendering and GeM procurement processes; ensuring compliance with policies and procedures; maintaining vendor databases and audit-ready records; and supporting procurement for projects, events, conservation works and other Museum-related activities as assigned by the management.

Responsibilities

- Coordinate with all departments to collect, validate and consolidate annual and periodic requirements for goods, services and works; prepare an annual procurement plan with timelines, indicative budgets and procurement methods.
- Translate approved requirements into clear specifications, scopes of work, bills of quantities, eligibility criteria and evaluation parameters in consultation with the user departments and technical experts.
- Prepare and manage Requests for Proposal (RFPs), Requests for Quotation (RFQs), tender documents and bid schedules for open competitive bidding and other approved procurement methods.
- Manage end-to-end tendering processes, including publication, pre-bid meetings, responses to bidder queries, corrigenda, bid opening coordination, technical and financial evaluation, comparative statements and award documentation.
- Undertake procurement through the GeM portal, including product/service discovery, bid or reverse-auction processes, order placement, contract management and compliance with applicable GeM procedures.
- Ensure that procurement actions follow the Museum/Trust’s approved policies,



delegated financial powers, applicable government or funding conditions, and principles of fairness, Key transparency, competition and value for money.
- Maintain an updated vendor database; undertake vendor due diligence, market research, price benchmarking and performance reviews.
- Coordinate with Finance, Administration, Legal and user departments on budget availability, approvals, contract terms, purchase orders, work orders, invoices and payment documentation.
- Track delivery schedules and service-level obligations; coordinate inspection, acceptance, warranty/guarantee claims, replacements and resolution of vendor disputes.
- Maintain complete and audit-ready procurement records, including approvals, quotations, tender publications, bid submissions, evaluation notes, purchase orders, contracts and completion certificates.
- Prepare periodic procurement dashboards covering planned versus actual procurement, savings/price variance, pending tenders, delivery status and vendor performance.
- Identify opportunities for rate contracts, standardisation, aggregation of recurring requirements and process improvements without compromising departmental needs.

Qualifications

- Graduate degree in commerce, business administration, supply chain management,



engineering or a related discipline. A postgraduate qualification or professional certification in procurement/supply chain management will be an advantage.
- At least 5 years of relevant experience in procurement or purchase management, preferably in a large institution, public-sector organisation, government department, hospitality group, infrastructure organisation or cultural institution.
- Demonstrable hands-on experience in annual requirement gathering and procurement planning, open tenders, RFPs/RFQs and GeM procurement.
- Robust understanding of tender documentation, bid evaluation, vendor due diligence, purchase orders, contracts and procurement documentation.
- Working knowledge of applicable procurement rules and procedures, including GeM processes. Experience with public procurement or grant-funded procurement will be preferred.

Required Skills

- Strong planning, coordination and vendor negotiation skills.
- High standards of integrity, confidentiality, documentation and procedural discipline.
- Ability to interpret technical requirements and work effectively with multiple departments.
- Strong analytical skills, including price comparison, cost analysis and preparation of management reports.
- Proficiency in MS Excel, Word and procurement/e-procurement platforms; familiarity with ERP or inventory systems is desirable.
- Clear written and verbal communication, with the ability to manage deadlines and multiple procurement processes simultaneously.

Preferred Skills

Not specified.

Pay range and compensation package

Not specified.

📌 Purchasing Manager (Jaipur)
🏢 City Palace Museum, Jaipur
📍 Jaipur