Deputy General Manager - Materials Management & Procurement
Kochi Metro Rail LTD
Total years of experience :20 years, 7 Months
Overall responsibility of Materials Management & Procurement function for the Metro Operations Overseeing the planning of Capital items, R&M Spares & Consumables, Various Global sources. Developed the entire department & infrastructure from scratch and prepared for meeting ROD targets Resource planning, recruitment & training for the entire team
Preparation of policy & procedures for the Procurement & Materials management system in line with Government guidelines.
Reduce material procurement costs through effective planning, buying and negotiations with supplier
Focus on Vendor development initiative to expand the vendor base while ensuring the right balance in maintaining relationship with existing vendors and creating space for prospective vendors.
Interfacing with user department for planning & timely procurement of R&M Spares & Consumables as per the forecast by adhering to purchase procedures.
Supervising the product development, Value engineering for R&M Spares and related materials for the plant.
Successfully driving the Quality objectives for the Materials department through PMS
Monitor generation & review of MIS reports for top management.
Implement and track adherence to the SOPs. Review and suggest improvement as and when necessary
Inventory Control for about 10000 live items at stores and controlling the inventory at US $ 50 Million level.
Improve systems for effective monitoring of supplier performance
Business owner of Asset Management system for Kochi Metro Rail
Recommend yearly budget for General Manager (O&M) and prudently manage organization's resources within budget guidelines according to current laws and regulations
Lead and Continual development of the Procurement & Contracts team within the Organization and to support the overall Procurement strategy and delivery plans. A member of the management team in corporate support functions and provide effective and timely support to the Head of Procurement & Materials Control, to help ensure that the function achieves its stated objectives. Responsible to Manage Contracts & Strategic sourcing members and reporting to Head of Procurement, Materials Control
• Overall responsibility of Contracting & Strategic sourcing function for the Port Operations and expansion which includes sourcing of services like Stevedoring, mooring, vessel maintenance, STS & ASC crane maintenance, inspection & certifications, plant operation & maintenance, berth & fender maintenance, logistics activities, IT hardware & software support, TOS implementation & Support, Insurance & financial, Security, Facility maintenance; various consultancy; Project Management, Port Construction & expansion projects, Procurement of capital equipment/assets like STS cranes, Stacking cranes, Straddle carriers, Reach stackers, Forklifts, ITVs, Roro tractors; materials like port equipment spare parts, consumables, accessories, components and facility materials etc.
• Develop and gain approval for department policies and procedures ensuring their alignment to overall business objectives. Monitor and control implementation and advice on the policy application to ensure that they are properly communicated and widely understood.
• Develop and manage effective strategies & best practices to improve overall performance of the Procurement & Contracts function lead the continuous improvement process.
• Ensure the effective achievement of functional objectives through the leadership of Contracts department, setting departmental and individual objectives, managing performance, developing and motivating staff, provision of formal and informal feedback and appraisal in order to optimize individual and departmental performance.
• Manage the tender process from the tender strategy preparation, bid to selection stage to consolidate major purchases and secure best possible price by leverage.
• Support development of procurement systems which includes direct support for implementation and testing and day to day management of the systems.
• Conduct spends analysis on an interval basis, prepare executive summary and submit to the Top Management with recommendations.
• Business Process owner of Maximo Procurement Module.
• Analyze and strive to maintain up-to-date knowledge of market trends, pricing, availability, and capacity, technology and supplier capability relative to the product or parts assigned.
• Develop and agree the annual procurement expenditure plan / budget with departmental heads with emphasis on efficiency and effectiveness in meeting the needs of stake holders.
• Actively derive cost reduction for product related goods together with the activities in the various cost reduction programs.
• Develops preferred/strategic supplier concepts to encourage long term strategic agreements and benefits.
• Monitor vendor/Contractor performance through the relevant department managers to ensure compliance with all contractual terms and conditions
• Provide business and ongoing commercial advice to various departments as needed to ensure consistency in Procurement & Contracts management.
• Conduct an in-depth analysis of all bids received in response to each Tender, Proposal and Quotation to identify the response that best meets the needs of the user department and is consistent with the terms and conditions of Company’s procurement policy. Prepare recommendation for award. Provide supplier debriefing sessions, when requested, with unsuccessful respondents..
• Prepare tender strategies, tender documents, and evaluations and conduct negotiation with tenderers and award plan submissions.
• Prepare contracts and agreements incorporating the effect of all negotiations, clarifications and qualifications.
• Post Contract administration contracts including follow up with contractors, evaluation of claims variations and settlement of final account.
• Verify purchase orders/Contracts; determines and negotiates prices, delivery and credit terms; buys according to established company policies and procedures; to make sure that each dirham spent is worth for the Organization.
• Pre-Qualification evaluation and development of score card for the vendors.
• Ensure the departmental reports are prepared as per management request, in a timely and accurate manner to meet company and department requirements governing reporting
• Analyzes contract documents to determine contractual recommendations regarding acceptance or modifications.
• Identify contractual commitment risks and advise on management thereof.
• Preparation and formulation and execution of Contract, Purchase agreements, SLA, NDA, LOA, LOI etc.
• Regularly review and analyze tendering/ contracting processes and procedures to identify areas of improvement.
• Participate in claims evaluation and resolution enhancement.
• Issue of Contract renewal enquiry and interface with end user dept. for clarification.
• Carries out periodic review and analysis of current systems and procedures in functional area and recommends changes/improvements/enhancements. Facilitates quality, productivity and improvement programs in order to improve/increase operational efficiency.
• Leads Negotiation with vendors regarding acceptance of Prices, delivery terms and other terms & conditions and liaises effectively with vendors/suppliers/clearing agents for their timely delivery.
• Supervise and advise the subordinates in the process of RFQ Floating, Evaluation of quotes, selection of suppliers, confirming the compliance of Authority Requests to the terms and conditions of quotations/Contracts and to the policies and procedures of the Company, and finalization of Purchase orders.
Job involves right from conversion of Purchase requisition to order, Preparation of Contracts, follow up of material and payment realization of vendor i.e.
• Compiling of Bid packages and issue Request for Quotation (RFQ).
• Receiving of bids and preparation of commercial bid summary to arrive at a Purchasing strategy.
• Co-ordinate Pre-award technical meetings involving the Engineering, Project Manager and Supplier representatives to freeze the technical requirement.
• Conduct price and commercial negotiation to optimize the purchases within the budgeted amount.
• Prepare various contracts in or der to secure sourcing and protect company’s interest.
• Organize Post Award meetings for critical items for the purpose of ensuring complete understanding and agreement between the Purchaser and Supplier on all contractual and technical matters.
• Detailed planning and reporting activities related to procurement.
• Appointing Third Party Inspection, Expediting and Clearing and Forwarding agencies.
• Inspects Contractor, Consulting Engineer and Vendor premises and witnesses Factory/Site.
• Procurement of Capital equipments & raw materials
• Researching markets and identifying potential suppliers.
• Ensure timely delivery of material through forward planning, by gaining knowledge of lead time, market conditions and expediting.
• Co-ordinating with shipping/forwarding agents for clearing of the goods
• Management Representative for QMS & EMS System
• Internal Auditing for ISO 9001:2000 & 14001:2004 Systems
• Quality policy of Organization
• Quality Manual, objective of the deportments
• Internal Auditing for ISO 9001:2000 & 14001:2004 Systems
• Conducting management review Meetings (MRM)
• Evaluation of Non Conformity Records( NCR )
• Planning & Preparation of daily/ Weekly / Monthly Maint. Schedule & Reports
Post Graduate Diploma in Supply Chain Management from ICFAI University, India
Graduated in First Class. Carriculam Project: • Design of Jigs and fixtures for Pressure control valves at Instrumentation Ltd.; Palakkad, Kerala,INDIA (Duration: Three months).