Operations Executive - Purchase and Administration

Executive - Operations

Purpose of Position

• To maintain all the activities related to purchase and admin requirement of the laboratory.
• To prepare purchase orders and maintain the inventory, stock etc.
• The position performs in line with the Bureau Veritas Quality Assurance System, including the BV Code of Ethics, the BV Group policy, NABL, BIS, and EIC and other applicable guidelines.

 Major Responsibilities

• Co-ordination with Vendors for Quotations, Material follow-up, short supply follow-up.
• To look after administrative activities in the lab.
• Purchase Orders processing for Capex, Materials [Lab consumables, plastic ware, glassware, chemicals, capital equipment/instruments, office furniture, spares etc].
• Negotiation with the vendors for better pricing.
• Preparation of annual contract for material supply.
• Inventory maintenance.
• Attending to Documentation for material procurements, including E-way bill processing
• Vendor Evaluation Documentation for New Vendors, Existing Vendors, Periodical updating.
• PO processing for Chemicals, Consumables, Services, Instruments AMCs/CMCs etc.
• Following up vendors for materials, services for HO and Branch laboratories
• Verification, Checking Invoices – Materials and Services, AMC/CMC payments process
• Listing of various agencies – Transporters, Courier, Customs Agents for materials follow-up
• Attending to cash procurement - Stationary materials, facility materials, emergency requirements.
• Coordination with accounts team for the payment follow up.                                       

 Roles & Responsibilities for HSE

• Must comply the BV Cardinal Safety Rules in all situations.                                                                                       
• To comply company HSE requirements e.g. policies, Procedures, guidelines etc. and local legal requirements on HSE as applicable
• To take care of own health and safety as well as colleagues and others.    
• Immediate reporting of any shortcomings on HSE i.e. any incident, unsafe work practices / conditions to his/her immediate Line Managers.
• Sharing opportunities for improvement on HSE aspects.

Criteria for Performance Evaluation (KPIs)

• Timely procurement of the material.
• PO preparation and getting approval on timely basis.
• Cost savings on material by negotiation.
• Maintain the records records/logbooks as per quality systems guidelines
• Maintain good human relationship with the colleagues and external agencies
• One improvement / suggestion per month for the cost saving and improve productivity
• Storage of samples & chemicals – 100% traceability
• Follow HSE norms and good housekeeping in working area

​​​​​​​Qualification, Experience & Technical Knowledge

• Graduation / Post Graduation
• Min 2 - 5 Years of experience in purchasing department in testing laboratory.
• Must be aware of the lab consumables, AMC/CMC of the equipment and admin related activities

Skills & Qualities:

• Good Communication Skill
• Should have a Pleasing Personality
• Hard Working
• Proactive

Experience Level

Executive Level