How Can HR Tackle Admin-Purchase Conflicts When the Boss's Relative Is Involved?

Dear All, I am looking after the HR department in a real estate company. For the last few months, our admin department has been facing significant problems due to non-cooperation from the purchase department. The issue is that the Purchase Director humiliates the admin staff while signing the bills. No one speaks up against him as he is a relative of the company owner. As an HR professional, I need to maintain a good working environment, and I believe that implementing a clear purchase policy can help resolve this situation effectively.

Drafting a Purchase Policy

I need your help to draft a purchase policy that clearly delineates the materials that should fall under the jurisdiction of the purchase department and those that should be managed by the admin department. Please suggest.

Thank you.

As an HR professional aiming to address the conflict between the admin and purchase departments in your real estate company, creating a clear and comprehensive purchase policy is crucial. Here are practical steps to draft a purchase policy that defines the responsibilities of each department and fosters a harmonious working environment:

Identify Departmental Responsibilities
- Clearly outline the specific responsibilities of the purchase department and the admin department in the procurement process.
- Define the types of materials or items that should be handled by each department to avoid confusion and overlapping duties.

Establish Approval Procedures
- Implement a structured approval process for purchase requests to ensure transparency and accountability.
- Specify the hierarchy of approvals required for different types of purchases, emphasizing the importance of respectful communication during the approval process.

Code of Conduct
- Include a section in the policy that addresses professional behavior and communication standards within the purchasing process.
- Emphasize the importance of respectful interactions between departments and prohibit any form of harassment or humiliation.

Conflict Resolution Mechanisms
- Introduce mechanisms for resolving conflicts between departments, such as a designated mediator or HR representative.
- Encourage open communication and provide channels for employees to raise concerns without fear of retaliation.

Owner's Approval
- Seek approval from the company owner for the finalized purchase policy to ensure alignment with the organization's values and objectives.
- Highlight the benefits of a well-defined purchase policy in enhancing operational efficiency and promoting a positive work culture.

By following these steps and customizing the purchase policy to suit the specific dynamics of your real estate company in Delhi, India, you can promote collaboration, clarity, and professionalism in the procurement process.