Job Openings Procurement Associate

About the job Procurement Associate

Job Summary

The SCM Associate oversees procurement activities, ensuring the timely renewal of service contracts and effective coordination with end-users for purchase planning. This role involves reviewing and processing purchase requests, preparing request for quotations, negotiating with service providers, and managing contract drafting and approvals. The tasks involve monitoring service delivery, addresses issues between stakeholders and suppliers, and facilitates timely payments by liaising with finance and accounting teams. Additionally, they expand and maintain a pool of qualified service providers, manage procurement documentation, and ensure compliance with purchasing policies. The position also focuses on consolidating services for cost efficiency and contributing to strategic procurement planning.

Duties and Responsibilities

KEY FUNCTIONS/DUTIES AND RESPONSIBILITIES:
1. PURCHASE PLAN
• Coordination with the end-users regarding the expiration of contracts, identify service contract for
renewal, request for repair & maintenance and supply & installation.
• Participation in the conceptualization discussion of the end-users to determine the feasibility of
requirements and provide suggestions or 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.
• Ensures that end-users are aware of the PR to Contract requirements, process and SLA.
2. PR TO CONTRACT & PO PROCESSING
• Review Purchase Request (PR) received and ensure that descriptions and specifications of the
service 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
service provider who are capable on providing the services required
• Prepare technical tabulation to be reviewed and approved by the end-users
• Coordinate with service provider for any clarification or correction on the technical offer or
commercial offer
• Prepare and summarize commercial tabulation to properly evaluate proposals of the service provider.
• Coordinate and secure approval from the end-users for all related information of their requests
Negotiate with service providers the cost, warranties, payment terms and terms of reference of enduser
with proper technical and commercial evaluation, providing the business units cost savings.
• Communicate through constant interaction with both end-users and service provider 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 service contracts 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.
• Drafting, reviewing and route service contracts to internal signatory within the prescribed SLA’s
• Coordinate and ensures with service providers the sign-off, notarization and submission of service
contracts
• Coordinate with Legal department for the review and consultation of legal-related concerns of
contracts and end-users
3. SERVICE DELIVERY MONITORING
• Properly endorse the awarded contract and service providers details to End-Users
• Ensure coordination between the contractors and service providers for the acquired services
• Set the agreed timeline for the services
• Provide assistance and aid in the resolution of end-user and service providers related issues and
urgent matters
• Awareness in the capacity of the service providers to deliver the items prior awarding
• Able to resolve issues in the execution or delivery of the service provider in line with the terms of
the service contracts
4. PAYMENT MONITORING
• Ensure on-time payment of service providers by coordinating with End-Users and requesting
Statement of Account (SOA) to the service providers.
• Validate clarification on services 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 end-users, finance and accounting department and service providers for the
payment of services, queries, complaints, and other requirements
5. SERVICE PROVIDER BASE
• To increase pool of service providers for type of services with inadequate pool of service providers
per location
• Sourcing of service providers (abroad or local) that can provide a balance of high quality and
affordable services
• Assist in securing accreditation application and requirements from new service provider and
endorse the same to the accreditation committee
6. ADMINISTRATIVE
• Ensure proper transmittal of service contracts and PO to stakeholders and any other related
documents.
• Coordinate meetings with stakeholders for discussion of requirements, issues and concerns.
• Keeping files and records (e.g. Request for Proposal, Contracts, PO, Service Provider Files, etc.) for
the purpose of ensuring the availability of documentation and compliance with established policies
and regulatory guidelines
• Ensure that purchasing processes are done legally and ethically
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 – Contract Process

Technical Competencies and Skills

Procurement, Negotiation, Sourcing

Education, Trainings and Licenses Required

Bachelor's Degree

Or refer someone