Procurement Assistant

Position Title : Procurement Assistant

Rank : Rank and File II to Rank and File IV

Unit/Section : N/A

Department : General Services Department

Division : N/A

Reports To : GSD Officer

Supervises : N/A

Updated As of : June 15, 2017

JOB SUMMARY / SPECIFIC ACCOUNTABILITIES:

The Procurement Assistant is responsible for coordinating and assisting with sustainable procurement initiatives, coordinating procurement throughout the Bank, implementing internal procurement systems, supporting procurement projects across all departments divisions, negotiating new supply agreements and renegotiating existing supply agreements. Works in collaboration with the various department units and with other external agencies and partners through a result-oriented and good services approach.

The Procurement Assistant shall ensure adherence to existing internal control procedures while maintaining the highest quality of service.

SPECIFIC DUTIES AND RESPONSILIBITIES:

1. Operation:
2. Collates purchase requisitions of materials, goods, supplies, services etc.
3. Screens and recommends for the approval of requisition for furniture, fixtures, equipment and services in accordance to the standard operating procedures and guidelines.
4. Processes approved requests from other departments.
5. Coordinates and negotiates with suppliers.
6. Scouts for possible suppliers and providers.
7. Ensures three quotations for any order and compare prices and expected delivery dates proposed by suppliers.
8. Prepares purchase and job orders.
9. Reviews inventories and order.
10. Checks pricing of suppliers on a monthly basis.
11. Recommends suppliers for accreditation and termination if necessary.
12. Reviews deliveries against the orders.
13. Tracks the status of any orders and handle issuance of items, goods, or equipment to requesting department.
14. Deals with non supplied, under orders, over orders and damaged goods.
15. Process payments for suppliers.
16. Secures invoices and receipts of payments.
17. Notifies requesting departments for the placement of orders.
18. Receives and ensures quality control of deliveries.
19. Inspects products received for quality and quantity to ensure adherence to specifications.
20. Places stickers to items as property tagging for monitoring of FFE.
21. Reviews and keep delivery receipts or transmittal.
22. Conducts inventory and tagging of Furniture, Fixture, Equipment and Accountable Forms.
23. Compiles records of items purchased or transferred between departments, prices, deliveries, receipts, invoices and inventories.
24. Secure asset-turnover for transferred and surrendered items.
25. Maintains / Updates inventory of Fixture, Equipment and Furnitures.
26. Receives and monitor surrendered units or defective units.
27. Conducts inventory of defective units for disposal.
28. Performs other related tasks as may be assigned by immediate superiors from time to time.

Custodianship:

Company issued equipments

Monitoring and Reporting:

Reviews FFE Inventory, Property Tagging Stickers, Payment and Utilities (such as PLDT, Meralco, etc.), Contracts, Permits, Licenses, Insurances.

Accountabilities:

Accurate and updated FFE tagging and inventory, payment of utilities, business permits and licenses, fire insurances, lease contracts, monitoring of FFE maintenance as well as the safekeeping / documentation of items and files under and transacted by General Services Department.

Accounting and Reconciliation:

Conducts annual physical inspection and compares actual count against FFE Inventory.

Ensures accurate and complete inventory and tagging entries in all procurement and transaction of the GSD in accordance with the approved FFE Tagging and Inventory System and ensures proper recording and filing of documents.

COMPETENCIES:

Communication Proficiency

Inventory Management

Critical Thinking

Financial Management

WORKING RELATIONS:

Internal Interactions - All Division and Departments

External Interactions - Government Agencies, Suppliers, Providers, Contractors

QUALIFICATION GUIDELINES:

Education : Preferably a graduate of business, finance, economic, management or marketing degree.

Experience : Preferably with experience in administrative services or related field

Others : Must have the ability to develop administrative and clerical procedures. Familiarity with sourcing and vendor management. Must have negotiation and networking ability. Solid judgment with ability to make sound decisions.