Assistant Manager - Procurement

Job Description – Low value Items Purchases, Category Procurement, Contracting and PO Management

Role Purpose

This role will provide structured support to the Procurement function in IBS for low value purchases, improve contracting, develop category catalogues and creating Purchase orders related to Project Procurement. The role is responsible for ensuring accuracy, timeliness, and compliance in all procurement-related processes including documentation, vendor onboarding, data management, reporting, and coordination with cross-functional stakeholders.

Key Responsibilities

1. Procurement Documentation & Process Support

• Act on all the Purchase requisitions raised by MCL, Depot and other teams. Wherever, the PO cannot be raised by the GSC focal this role needs to support with timely issuing of PO
• Review Purchase Requisitions (PRs) and ensure approvals are obtained as per authority matrix for manual PR’s and ensure that it is having proper SOW.
• Ensure that Proper SOW should be given along with PR supported by budgetary approval and same needs to be forwarded to respective Procurement category Manager for finalization of commercials else PR needs to be rejected with proper communication with stakeholder.
• Prepare and release Purchase Orders (POs) as per agreed business TAT in ERP / procurement system or manual PO as per prescribed format after approvals duly supported by backup document. Verify supporting documents (budget approvals, quotations, comparative statements) before processing.
• Store and manage all backup documents (quotations, approval emails, contracts, comparative statements, PRs, POs).
• Maintain trackers for PRs/POs to ensure timely closure and highlight delays to the Procurement Manager.
• Support the team in executing regular / repeat transaction along with RFI for any new or ongoing requirement.
• Ensure all procurement activities follow the internal L&S procurement policies and SOPs.

• For low value and spot requirements - Obtain quotations, conduct basic commercial evaluations & negotiations on pricing, terms & conditions
• Share cost comparative with Procurement Manager for review and approval and secure internal approval as per approval Matrix
• Coordinate with Suppliers / vendors for order execution and deliveries for such Low value items.
• Prepare catalogue and support in category strategy preparation, roll-out and hyper care period.
• Support digital initiatives, automation, self-service portal roll-out, implementation and adherence.

2. MIS, Reporting & Analytics

• Prepare Weekly / monthly MIS reports on PR-PO TAT, Vendor onboarding requests etc.
• Maintain consolidated trackers for all procurement activities (PR, PO, invoice status, contract status, etc.).
• Develop and maintain dashboards for management reporting.

3. Vendor Onboarding

• Facilitate vendor onboarding process by:
  • Collecting necessary KYC, tax, compliance, and certification documents.
  • Coordinating with Finance, Taxation Team & MDM for vendor code creation.
  • Ensuring vendors are compliant with company policies before onboarding.
• Maintain a centralized vendor master database with updated information.
• Coordinate with vendors for non-commercial queries (document submission, system updates, invoice queries, etc.) and allocation of respective activity to relevant internal stakeholder for further action.

4. Contact lifecycle Management:

• Signing of Agreement through Ironclad / Manual signing as per prescribed Global authority matrix and duly approved by respective category Manager.
• Follow up with Legal team for contract vetting and approvals.
• Maintain a centralized contract database in common folder.
• Track vendor contracts, renewals, and expiries, and escalate upcoming deadlines.

5. Stakeholder & Cross-Functional Coordination

• Act as a bridge between Procurement, Legal, Finance, Operations, and Business Units.
• Coordinate with Finance team for any query in day-to-day operations.
• Escalate unresolved issues to the Procurement Manager on time.

6. Compliance & Governance

• Ensure every procurement activity follows the Investment Authority Matrix and

company policy.

• Track and flag any non-compliance (missing approvals, missing backup documents).
• Support in ensuring vendor compliance with statutory and internal requirements (GST, PAN, certifications).
• Assist in internal and external audit processes by providing data and records.

Skills & Competencies

• Strong knowledge of Power BI, MS Office (pivot tables, lookups, dashboards).
• Experience in ERP/procurement tools (SAP, Keelvar etc.) preferred.
• Excellent coordination and follow-up skills.
• High attention to detail, accuracy, and organizational skills.
• Ability to manage multiple priorities and deadlines.
• Basic understanding of contracts, compliance, and finance processes.

Maersk is committed to a diverse and inclusive workplace, and we embrace different styles of thinking. Maersk is an equal opportunities employer and welcomes applicants without regard to race, colour, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, pregnancy or parental leave, veteran status, gender identity, genetic information, or any other characteristic protected by applicable law. We will consider qualified applicants with criminal histories in a manner consistent with all legal requirements.

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