Job Openings Procurement Lead

About the job Procurement Lead

Job Summary

The Procurement Lead aids in the CAPEX requirements of the various Filinvest group of companies by sourcing the right service provider at the right price in the agreed time frame. Key responsibilities include evaluating Non-OSM CAPEX Purchase Requests and Purchase Orders, developing and executing implementation strategies for all projects and business units, and assisting in negotiation strategies. The role ensures the smooth execution of procurement management processes, from the review of purchase requests to delivery and payment processing. The Procurement Lead monitors delivery timelines, resolves issues, and prepares reports to identify cost-saving initiatives. Additionally, the role involves providing high-level customer service, overseeing the performance of suppliers, and streamlining purchasing processes. As a leader, the Procurement Lead also manages a team, ensuring compliance with organizational policies, and drives continuous process improvements to enhance overall operational efficiency.

Duties and Responsibilities

KEY FUNCTIONS/DUTIES AND RESPONSIBILITIES:
1. PURCHASE PLAN
• Analyze historical purchasing data to improve forecasting and purchasing strategies.
• Participation in the conceptualization discussion of the end-users to determine the feasibility of
requirements and provide suggestions or alternatives.
• Consolidation of items for standardization to lock in the prices for a certain period of time.
• Decentralization of items for direct awarding of the end users.
• Ensures that end-users are aware of the PR to PO requirements, process and SLA.
2. PR TO 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 end-user.
• Evaluates PRs and provides alternatives to end-users to provide the business unit with the best value
and quality services
• Prepare Request for Quotation and/or Invitation to Bid related documents and send to accredited
supplier who are capable on providing the required items.
• Facilitate and coordinate company presentation, pre-bid meeting and/or TOR discussion between the
end-users and service provider/suppliers to ensure alignment and understanding on the
services/items being acquired
• Prepare technical tabulation to be reviewed and approved by the end-users
• Coordinate with service provider/supplier for any clarification or correction on the technical offer or
commercial offer
and summarize commercial tabulation to properly evaluate proposals of the service
provider/supplier.
• Coordinate and secure approval from the end-users for all related information of their requests
• Negotiate with service providers/suppliers the cost, warranties, payment terms and terms of
reference of end-user with proper technical and commercial evaluation, providing the business units
cost savings.
• Communicate through constant interaction with both end-users and service provider/suppliers for
efficient transactions and to be in accordance with the SLA and/or Purchase Plan Schedule
• Provide resolutions to the issues and urgent matters related to PR’s and awarding before escalating
to the team head
• Assist team head in resolving issues and concerns of stakeholders related to Purchase Orders and
other SCM related concerns
• Liaise between end-users and service providers for the mobilization of the services being requested,
queries, complaints, and other requirements.
• Research on past trends and/or pricing for the specific services being handled
• Creation of Purchase Order based on the approved and required specifications/scope of the end
users.
3. DELIVERY MONITORING
• Properly endorse the awarded Purchase Order and service provider/supplier details to End-Users
• Ensure coordination between the contractors and end users for the requirement
• Set the agreed timeline for the needed requirement.
• Provide assistance and aid in the resolution of end-user and service providers/contractors/suppliers
related issues and urgent matters
• Awareness in the capacity of the service providers/contractors/suppliers to deliver the items prior
awarding
• Able to resolve issues in the execution or delivery of the service provider/contractor/supplier in line
with the terms of the contracts
4. PAYMENT MONITORING
• Ensure on-time payment of service providers/contractors/suppliers by coordinating with End-Users
and requesting Statement of Account (SOA) to the service providers/contractors/suppliers.
• Ensure on-time transmittal of invoices from service providers/contractors/suppliers to RFP
processors.
• Assist in the collection of required documents for on time payment processing
• Liaise between end-users, finance and accounting department and service
providers/contractors/suppliers for the payment of services, queries, complaints, and other
requirements
• Provide assistance and aid in the resolution of payment related issues and urgent matters
5. SUPPLIER BASE
• 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 Purchase Order copies to stakeholders and any other related
documents.
Coordinate meetings with stakeholders for discussion of requirements, issues and concerns.
• Keeping files and records for the purpose of ensuring the availability of documentation and
compliance with established policies and regulatory guidelines
• Prepare reports such as cost analysis, PR status and monitoring, and other relevant to SCM initiatives
for presentation to management
• Ensure that purchasing processes are done legally and ethically
• Create memo for SCM-related policies, cost standardization and other requirements to ensure
alignment with all stakeholders
7. CONSOLIDATION AND STANDARDIZATION OF ASSIGNED CAPEX ITEMS
• Identify similar projects for consolidation from the different projects leading to faster processing and
lower rates
• Analyze current scope and cost of services to identify potential cost standardization
8. STRATEGIC PLANNING
• Understanding the nature of the business / project
• Strategic Planning and Assessment of the PR – PO Process
• Improved current PR to PO processing by continuously analyzing the process and proposing process
improvement by maintaining and ensuring high quality service to stakeholders
9. ORGANIZATIONAL LEADERSHIP
• Develop, streamline, and manage the purchasing policies, procedures, standards, and strategies in
order to ensure process transparency, fairness, impartiality, and confidentiality
• Ensure team projects and deliverables are completed on time
• Provide assistance to users' inquiries, complaints, and requests regarding to purchasing activities
• Plan, organize, direct, manage, and evaluate the purchasing activities of the team being handled
• Construct strategies and initiatives that are aligned with the overall direction of the department for
the team being handled
• Supports and explains reasoning for decisions when appropriate
• Sets clear work unit policies and procedures
• Manages workflow and adjust when necessary
• Perform and/or direct day to day administrative tasks
• Maintain current technical skills and apply new knowledge to management tasks for the
improvement of purchasing activities
10. PERSONNEL MANAGEMENT
• Coach and mentor subordinates and ensure that they achieve their KRAs, KPIs and development
plans
• Ensure that the team observes the HR policies in their daily activities
• Provides regular performance feedback, develops subordinates’ skills, and encourages growth

Technical Competencies and Skills

Procurement, Negotiation

Education, Trainings and Licenses Required

Bachelor's Degree

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