To maintain uninterrupted flow of materials to support the development schedules.
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.
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.
To develop and maintain good buyer-seller relationship.
To promote source development.
To maintain Organization reputation and credibility in the market by fair dealings and prompt payments.
The main functions of the Purchase Department are defined as follows:
Procurement of stores through indigenous and foreign sources as required in accordance with the rules in force.
Checking of requisitions/purchase indents.
Selection of suppliers for issue of enquiries.
Issuing enquiries/tenders and obtaining quotations.
Analysing quotations and bids etc., and preparation of comparative statement (quotation charts).
Consultation with the Indentor for selection and approval of quotations and with Accounts Officer for pre-audit.
Checking legal conditions of contracts. Consulting Administrative Officer or Secretary, of the organization – where necessary.
Issue of Purchase Orders.
Follow-up of purchase orders for delivery in due time
Verification and passing of suppliers’ bills to see that payments are made promptly.
Correspondence and dealing with suppliers, carriers etc., regarding shortages, rejections etc., reported by the Stores Department.
Maintenance of purchase records.
Maintenance of progressive expenditure statement, sub-head wise.
Maintenance of vendor performance records/data.
Arrangement for Insurance Surveys, as and when necessary.
Clearance of foreign consignments.
Keeping various Departments/Divisions informed of the progress of their indents in case of delay in obtaining supplies.
Serving as an information center on the materials’ knowledge i.e. their prices, source of supply, specification and other allied matters.
Development of reliable and alternate sources of supply.
It shall be particularly ensured:
(a) That all purchase are made against properly authorized requisitions, and valid sanctions, showing the correct and detailed end-use.
(b) that all the materials requisitioned are duly ordered from the right source after full enquiries on most competitive price taking into account the trade discounts and tax benefits etc.
(c ) that the right quantity of the goods consistent with the quality and the specification required is bought.
(d) that the deliveries of all goods are received within the stipulated period.
(e) that claims due to shortages or any other discrepancies are settled promptly.
(f) that cordial and harmonious relations with all sections/divisions are maintained for becoming an efficient service unit in the museum/center.
While receiving the planned requirement of the indentors, it should be prevailed upon the Indentors to certify clearly that the quantities indicated are definitely required for the project and specify the period within which the quantities indented will be consumed. It is the duty of the purchase section to check purchase indents against needs and suggest modification of quantities wherever necessary.