Category Buyer Assistant

Job Title:

Category Buyer Assistant

Department:

Procurement and Supply Management Division

Immediate Supervisor:

Procurement Supervisor- Trade

Direct Reports:

Position/Number

None

Works With:

1. Internal – PSMD, Sales & Operations, Warehouse, Payables
2. External – Suppliers

JOB OBJECTIVE

The position is responsible for the processing of the Domestic trade products at the shortest lead time in accordance to the company’s procedures and standards.

KEY RESULT AREA

(action- reason-result/s formula)

KEY PERFORMANCE INDICATOR

Key Result Area 1 – Trade Purchase Order

• Checks and release purchase orders from JDA system check necessary details (e.g. with reservation and with on order) to validate the precise product and quantity of the store requirements and advance store replenishment.

Coordinates the availability of stocks to supplier subject for recommendation for volume order of immediate superior to secure the stock from the supplier.

• Assists and checks the purchase request from a store on the customer order transaction and advise the estimated delivery date of the items for customer information.
• Assists in Coordination with the supplier the undelivered items based on the scheduled delivery.

• Prepares a list of confirmed for close order and forward to Category Buyer for checking.
• Complete, Accurate and Timely

Key Result Area 2 – Trade Stock Movements

Notify and coordinates the store on approved stock allocation and monitor stock transfer on the confirm stocks to minimize overstocking and non-moving items in the store.

Minimum of 90% Product Fitness

Key Result Area 3 – Trade Product for Returns and Replacements

• Assist on the processing stores request for pull-out of items, e.g., damaged, breakages, and expired items. Forward to immediate superior for approval.
• Assist in Coordination to the supplier the request for pullout and indicates in the supplier confirmation on the item for replacement or subject for charge on supplier accounts.
• Prepare the summary of item for pullout and submit to immediate superior for checking.
• Assists in the monitoring the Credit Memo and complete the necessary documents to close the transactions.

• Closed Transaction within 10 Days for Returns/Replacement

Key Result Area 4 – Trade Documentation/s

• Facilitates proper documentation of all trade request for pull-out.
• Facilitates printing, scanning, sending and confirmation of purchase order to supplier.

Organizes and file documents in their corresponding location.

• Complete, Accurate and Timely

Others

Attends to inquiries and concern/s from suppliers, stores and other departments.

Performs other tasks that agreed and maybe assigned from time to time.

JOB SPECIFICATIONS

Education

Bachelor’s degree in Business Administration or related courses.

Experience

Training/License/ Certification

None

Technical Skills or Competencies

• Proficiency in Excel
• Oral and/or Written Communication Skills
• Analytical and Critical Thinking
• Interpersonal Skills
• Time Management
• Negotiation skills
• Leadership Skills

Essential Traits or Competencies

• Loyalty to customers and company
• Integrity
• Excellence in service and quality
• Creativity and Innovation
• Customer Focus
• Collaboration and Teamwork
• Ability to accept change

JOB DIMENSIONS

Decision-Making Required

Tasks are valid, requiring the choice of established solutions to a particular situation, recommendatory only

Impact of Decisions Done

Within own department

Innovation Required

Limited to giving suggestions for the improvement of work processes

Working Conditions

Mostly within the office

Accountability of the Position

Responsibility is transactional, e.g., accurate PO’s, items delivered should be good quality

Nature of Information Handled by Position

Records/information handled are confidential, e.g., Purchase Order price and monthly quota of specific supplier.

Other records/information handled are accessible and can be made available, if requested, e.g., Pull out documentation, and record of gate pass.