Procurement Associate

Job Summary

The SCM Associate aids in the procurement requirements of the various Filinvest group of companies by sourcing the right item at the right price and quality in the agreed time frame. Tasks include evaluating the Purchase Requests and Purchase Orders on a regular basis, developing and executing implementation strategies for all projects/business units, assisting in negotiation strategies, providing optimal level of customer service, preparing reports to identify cost cutting initiatives, and monitoring of delivery and facilitating the processing of payments.

Duties and Responsibilities

KEY

FUNCTIONS/DUTIES AND RESPONSIBILITIES:

1.

PURCHASE PLAN

• Coordination with the end-users

  regarding the schedule of requirements and identify the needed items

• Participation in the

  conceptualization discussion of the end-users to determine the feasibility

  of requirements and provide suggestions / alternatives

• Follow up the end-users if

  expected PRs based on the Purchase Plan are not yet submitted

• Responsible for the updating if

  there are movements and revisions on the purchase plan

2. PR/PO

PROCESSING

• Review Purchase Request (PR)

  received and ensure that descriptions and specifications of the items

  being requested are accurate and complete within the prescribed time

  period based on SLA

• Examine and prioritize urgent

  PRs through proper management of workload to serve immediate needs of

  the company

• Prepare RFQ and send to

  accredited suppliers who are capable on providing the items required

• Prepare technical tabulation /

  canvass sheet / canvass report to easily evaluate proposals

  and quotations

• Coordinate and secure

  approval from the end-users

• Negotiate with vendors the

  price, warranties, payments, and delivery terms, etc. with

  proper technical and commercial evaluation, providing the company

  cost savings

• Communicate through constant

  interaction with both end-users and suppliers for

  efficient transactions and to be in accordance with the SLA and/or

  Purchase Plan Schedule

• Evaluates PRs and provides

  alternatives to end-users to provide the company with the best value and

  quality items

• Provide resolutions to the

  issues and urgent matters before escalating to the team head

• Liaise between Requestor and

  Vendor for the approval of the item being requested, queries, complaints,

  and other requirements.

• Research on past trends and/or

  pricing for the specific item/service being handled

• Process the assigned Purchase

  Orders (POs) within the prescribed time period based on the Service Level

  Agreement (SLA)

3.

DELIVERY MONITORING

• Ensure delivery of suppliers in

  accordance to SLA and/or purchase plan

• Set the agreed timeline for the

  services

• Provide assistance and aid in

  the resolution of logistics related issues and urgent matters

• Awareness in the capacity of the

  supplier to deliver the items prior awarding

• Able to resolve issues in the

  deliveries whether it be damaged, missing, etc. within SLA

4.

PAYMENT MONITORING

• Ensure on-time payment of

  suppliers by coordinating with Accounting

• Validate clarification on items

  and payment terms prior payment to ensure proper flow of money

• Assist in the collection of

  required documents for on time payment processing

• Liaise between Accounting (if

  applicable to the team), end-user/site, and supplier for the payment of

  the item being requested, queries, complaints, and other requirements

• Provide assistance and aid in

  the resolution of payment related issues and urgent matters

5.

SUPPLIER BASE

• To increase suppliers in each

  category being handled

• Source suppliers (abroad or

  local) that can provide a balance of good quality and affordable products

• Secure accreditation

  requirements from new vendors and endorse the same to the accreditation

  committee

• Evaluates vendors for the

  purpose of determining their capability based on their performance to

  serve the requirements

6.

ADMINISTRATIVE

• Ensure proper transmittal of

  documents

• Coordinate meetings with

  suppliers

• Keeping files and records (e.g.

  Request for Proposal, Purchase Orders, Vendor Files, etc.) for the purpose

  of ensuring the availability of documentation and compliance with

  established policies and regulatory guidelines

• Prepare reports such as cost

  analysis, item status and monitoring, and other relevant to SCM

  initiatives for presentation to management

• Ensure that purchasing processes

  are done legally and ethically

7.

CONSOLIDATION / STANDARDIZATION

• Identify similar services for

  consolidation from the different projects leading to faster processing and

  lower rates

8.

STRATEGIC PLANNING

• Understanding the nature of the

  business / project

• Strategic Planning and

  Assessment of the PR - PO Process

Technical Competencies and Skills

Procurement, Negotiation, Analytical Skills, Supply Chain and Vendor Management, Data Analysis and Reporting, Communication Skills, Administrative Skills

Education, Trainings and Licenses Required

• Bachelor’s Degree in Supply Chain Management, Logistics, Business Administration, or a related field. • 0-1 years of experience in supply chain management, procurement, or related fields. • Must be proficient in Microsoft Office Suite (Word, Excel, Power point