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 Business Administration / Operations Management