Associate

Job Purpose

Process Management for material and efficient management of payment cycles to vendors

Job Outline

The individual will be responsible for process management for material, invoice posting and lead time reduction, generating MIS, vendor management and management of cab and hotel reservation service.

Job Specification

Knowledge:

Qualification

Graduate/MBA

Skills:

Technical

Excellent knowledge of SAP and Excel

Behavioural

Excellent interpersonal skills and good knowledge of English

Experience:

5 – 10 years

Job Interface/Relationships:

Internal

External

Regularly interact with the other departments for their requirements. Interact with the Finance for timely vendor payments.

Interact with the vendors for ensuring timely deliveries and an efficient payment process

S.N

Key Responsibilities

% Time Spent

1

Material Process Management

25%

2

Reduction in lead time for GRNs

15%

3

Reduction in lead time for GRN2 to payment advice

20%

4

Managing cab hiring process for both campuses

10%

5

Vendor Management, including processing feedbacks and vendor rating

10%

6

MIS Report generation and management

10%

7

Hotel process management for both campuses

10%

SN

Key Result Area

Key Performance Indicator

Measure

Weightage

1

Material Process Management

Physical verification of materials on arrival at campus, checking quantity and specification as per PO.

In case of any defect, breakage or short quantity then inform to vendor and buyer for timely replacement.

Error percentage in acceptance of material of poor quality. Should not be more than 0.5%

25%

2

Reduction in lead time for GRNs

Tracking of open GRN 2 / Service entry and coordination with user dept. for completion of GRN 2/ service entry & payment advise process in SAP

Percentage Reduction of lead time between GRN 1 & 2. Up-to 10% desired

15%

3

Reduction in lead time from GRN2 to payment advice

Tracking of open payment submitted in finance and coordination with finance dept. for releasing of payment to vendors.

(b) Follow up with vendor for invoice submissions of service/material delivered.

Percentage reduction in lead time from GRN2 to payment advice. Up-to 20% reduction is desired

20%

4

Managing cab hire process for both campuses

Work closely with Ola and Uber team to make sure user will not face any issue during cabs travels.Billing and payment process handling for Ola and Uber

Management of complaints within specified time and timely payment of bills.

10%

5

Vendor Management

Vendor data management

(i) Adding new vendor in vendor master

(ii) Categorization of vendors

(iii) vendor rating and feedback

Errors in vendor related data and following up with purchasers on feedback submission. Zero error is desired

10%

6

Generation of MIS

Tracking and sharing report with team for open PRs, POs, GRNs and payments.

(b) Weekly internal team review data preparation

(c) Monthly Commercial MIS preparations for Mohali and Hyderabad

(d) Sharing the report with internal customer as and when required

Consistency in generation of report by 3rd of every month

10%

7.

Hotel reservation simplification

Dealing with hotel groups for events and conference related requirement and contract negotiation/ finalization.

Smooth execution of reservations and timely signing of contracts

10%

Any Other Significant Input

NIL