Processing Officer

Location: Bengaluru

Position Overview:

The Processing Officer in the Purchase Department will be primarily responsible for preparing accurate and error-free purchase notes, memos, purchase orders and related documentation for approval by competent authorities. The role demands attention to detail, strong written communication skills, and the ability to coordinate with internal stakeholders to ensure timely and efficient procurement processes. Familiarity with Microsoft Dynamics or similar ERP systems will be an added advantage.

Key Responsibilities:

Scrutiny of purchase indents for compliance with guidelines.
Identification of vendors, seeking quotes, evaluating the proposal/ quotations and finalization of vendor.
Organizing purchase committee meetings, provide members the detailed input notes.
Draft and process clear, concise, and error-free purchase notes, memos, and documentation for internal approvals.
Processing of bills/ invoices and submission to Finance Department.
Maintain records of communications and approvals related to procurement proposals.
Coordinate with internal departments to collect required documentation and justification for procurement needs.
Ensure all documentation complies with institutional procurement policies and applicable regulatory norms.
Track the progress of purchase notes and follow up with approving authorities for timely clearance.
Liaise with the finance, stores, and audit departments as needed for clarifications and updates.
Maintain a systematic filing system—physical and digital—for all processed documents.
Update and maintain procurement-related data in the ERP system (Microsoft Dynamics or equivalent).
Assist in generating reports, summaries, and dashboards for review by department heads or auditors.
Identification & empanelment of vendors.
Contribute to process improvement initiatives to enhance efficiency in documentation and approvals.

Key Requirements:

Education:

Master’s in Business Administration or a degree in Commerce, Business Administration, or

B.Tech.

Skills:

Excellent written and verbal communication in English.
Strong attention to detail and accuracy in documentation.
Proficiency in MS Office (Word, Excel, Outlook).
Familiarity with ERP systems such as  Microsoft Dynamics  is an added advantage.
Ability to manage multiple tasks and meet deadlines.
Good interpersonal and coordination skills.

Desirable Attributes:
Prior experience in an educational institution or public procurement setup.
Knowledge of university procurement norms and regulatory guidelines.
Ability to work independently with minimal supervision.