SCM Operations Associate

Job Summary

PROCUREMENT ASSOCIATE

Duties and Responsibilities

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 and seek assistance of VM-SA if needed

·       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·       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)

·       Provide resolutions to the issues and urgent matters before escalating to the team head

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 (make sure details are included in PO printing for end users’ references)

·       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 assist logistics to resolve issues in the deliveries whether it be damaged, missing, etc. within SLA

Payment Monitoring

·     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

Supplier Base

·    Provide additional suppliers known (abroad or local) that can provide a balance of good quality and affordable products

·     Secure basic accreditation requirements from new vendors like BIR 2303 and endorse the same to the accreditation committee thru RFV

Administrative works

·     Ensure complete transmittal of bidding documents to bidders

·     Coordinate meetings with suppliers

·     Keeping files and records (e.g. Request for Proposal, Purchase Orders, Vendor Files, approved technical specifications, approved commercial tabulation, etc.) for future references

·     Prepare reports such as bidding status, lead time, and other relevant to SCM initiatives for presentation to management

·     Ensure that purchasing processes are done legally and ethically

Strategic Planning

·    Understanding the nature of the business/project

·     Strategic Planning and assessment of the PR-PO process

 

Technical Competencies and Skills

Proficient in Microsoft Office Applications, Good oral and written communication skills, Initiative, Has sense of urgency

Education, Trainings and Licenses Required

College Graduate