Purchase Executive- Contract

The Purchase Executive – Contracts is responsible for managing all supplier contracts and agreements within the Supply Chain Department. The role ensures that all procurement transactions are governed by valid, compliant, and up-to-date contracts that safeguard the company’s interests. The position involves preparing, reviewing, and maintaining supplier contracts, coordinating with legal and finance departments, and monitoring supplier compliance with contractual terms and performance standards.Contract Preparation and Administration

• Draft, review, and finalize supplier and service contracts in coordination with the Deputy Manager – SCM and Legal Department.
• Ensure all contracts reflect accurate commercial terms, scope of work, and delivery obligations.
• Maintain a centralized contract management system with proper indexing and retrieval.
• Monitor contract validity periods, renewal dates, and termination clauses.
• Coordinate with suppliers to ensure timely renewal or closure of expiring contracts.

Compliance and Risk Management

• Ensure all procurement and service contracts comply with company policies, legal requirements, and internal controls.
• Verify supplier documentation including licenses, tax compliance, and registration certificates.
• Monitor and enforce compliance with terms on pricing, quality, delivery timelines, and confidentiality.
• Identify potential contractual risks and escalate issues to management for mitigation.

Supplier Coordination and Performance Tracking

• Act as the primary liaison between SCM and suppliers regarding contractual issues and clarifications.
• Support vendor evaluation processes by tracking contract compliance and performance metrics.
• Maintain communication logs and correspondence related to supplier agreements.
• Participate in contract negotiation sessions to ensure fair and transparent dealings.

Documentation and Record Keeping

• Maintain accurate and complete contract files including correspondence, addendums, and performance records.
• Ensure all contract-related documents are properly stored and easily accessible for audits.
• Support Finance and Legal teams with relevant documentation for supplier payments and dispute resolution.
• Track and update supplier details and contract data in the ERP system.

Reporting and Support Functions

• Prepare periodic reports on active contracts, expiries, renewals, and supplier compliance status.
• Provide input for management decision-making on supplier retention, renewal, or termination.
• Support internal and external audits related to procurement contracts.
• Collaborate with the Legal and Compliance departments to align contract templates with company policy.