Purchsase

PART I : PURCHASE, OBJECTIVES, FUNCTIONS & RESPONSIBILITIES

PART II : PURCHASE PROCEDURE

PART I – PURCHASE, OBJECTIVES, FUNCTIONS & RESPONSIBILITIES 1. 1.1 FUNCTIONS & RESPONSIBILITIES OF PURCHASE DEPARTMENT OBJECTIVES

1.1.1 To maintain uninterrupted flow of materials to support the development schedules. 1.1.2 To procure materials economically at a cost consistent with the quality and service required. However, generally all purchases may be attempted at the lowest cost. 1.1.3 To provide the necessary expertise, advice, information to the Curators and Education Officers with regard to the best quality of material available in the market, supplier’s capability and performance etc. 1.1.4 To develop and maintain good buyer-seller relationship. 1.1.5 To promote source development. 1.1.6 To maintain NCSM’s reputation and credibility in the market by fair dealings and prompt payments. 1.2 FUNCTIONS : The main functions of the Purchase Department are defined as follows: 1.2.1 Procurement of stores through indigenous and foreign sources as required in accordance with the rules in force. 1.2.2 Checking of requisitions/purchase indents. 1.2.3 Selection of suppliers for issue of enquiries. 1.2.4 Issuing enquiries/tenders and obtaining quotations. 1.2.5 Analysing quotations and bids etc., and preparation of comparative statement (quotation charts). 1.2.6 Consultation with the Indentor for selection and approval of quotations and with Accounts Officer for pre-audit. 1.2.7 Negotiating contracts. 1.2.8 Checking legal conditions of contracts. Consulting Administrative Officer or Secretary, NCSM – where necessary. 1.2.9 Issue of Purchase Orders. 1.2.10 Follow-up of purchase orders for delivery in due time 1.2.11 Verification and passing of suppliers’ bills to see that payments are made promptly. 1.2.12 Correspondence and dealing with suppliers, carriers etc., regarding shortages, rejections etc., reported by the Stores Department. 1.2.13 Maintenance of purchase records.