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

Properly endorse the awarded POs and supplier details to SCM Logistics

Ensure delivery of suppliers in accordance to SLA and/or purchase plan by coordinating with SCM

Logistics

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 SCM Payments

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 SCM Payments (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

Education, Trainings and Licenses Required

Bachelor's Degree