Purchasing Manager

City Palace Museum, Jaipur; Jaipur; On-site; INR 900,000 - 1,500,000; Full time

Job summary

City Palace Museum in Jaipur seeks a seasoned Procurement Manager to coordinate cross-departmental requirements, plan annual procurements and manage tenders and GeM procurements. The role emphasizes compliance, vendor due diligence and contract management within a cultural-institution setting.

The candidate should have 5+ years in procurement, with strong skills in budgeting, RFPs/RFQs, and ERP/e-procurement platforms. Enterprise relationships and integrity are essential.

Qualifications

• Graduate degree in commerce, business administration, supply chain management, engineering or related discipline.
• At least 5 years of relevant experience in procurement or purchase management in a large institution, public-sector organisation or cultural institution.
• Hands-on experience in annual requirement gathering, procurement planning, open tenders, RFPs/RFQs and GeM procurement.
• Understanding of tender documentation, bid evaluation, vendor due diligence, purchase orders, contracts and procurement documentation.
• Knowledge of procurement rules and GeM processes; public procurement experience preferred.

Responsibilities

• Coordinate departments to collect and consolidate annual and periodic requirements and prepare procurement plan with timelines, budgets and methods.
• Translate approved requirements into specifications, scopes of work, BOQs, eligibility criteria and evaluation parameters.
• Prepare and manage RFPs, RFQs, tender documents and bid schedules for open bidding and approved methods.
• Manage end-to-end tendering processes: publication, pre-bid meetings, bidder queries, corrigenda, bid opening, evaluation, and award documentation.
• Undertake procurement through GeM portal: discovery, bid/reverse auctions, orders, contract management and compliance.
• Ensure procurement actions follow policies, financial powers, funding conditions and principles of fairness and value for money.
• Maintain updated vendor database; perform vendor due diligence, market research and performance reviews.
• Coordinate with Finance, Administration, Legal and user departments on budgets, approvals, POs, work orders and invoices.
• Track delivery schedules, inspections, warranty claims and vendor disputes resolution.
• Maintain audit-ready procurement records and prepare dashboards for planned vs actual procurement and savings.
• Identify opportunities for rate contracts, standardisation and process improvements.

Skills

Planning & coordination

Vendor negotiation

Analytical skills

Communication skills

Deadline management

Education

Bachelor's degree in commerce / business / SCM or related field

Postgraduate qualification in procurement / SCM (advantage)

Tools

MS Excel

MS Word

Procurement platforms / e-procurement

GeM portal

ERP systems

Job description

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.
• Strong 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.