Purchasing Associate

The Purchasing Assistant is responsible in coordinating all purchasing related requests of the managed projects. He/she is also responsible in monitoring the status of all purchase requests from sourcing prospective suppliers up to delivery of goods/services and payment to suppliers.
KEY ACCOUNTABILITY 1 Processing of Purchase Requisitions (PR) Review the accuracy and completeness of the received Purchase Requisitions (PR) as to its attachments, signatory, specifications and codes from the requisitioners. Submit the duly approved PR to FAI Central Purchasing for processing of Purchase Orders and awarding to the chosen supplier. Coordinate with suppliers and requisitioner regarding the results of canvassing, bidding, accreditation or periodic evaluation and other items e.g. deliveries, billing problems, etc. Monitor the status of all PRs received and provide a regular update to the requisitioners. Maintain and updates and all PRs and PO status in the monitoring system. KEY ACCOUNTABILITY 2 Processing of Purchase Orders (PO) received and Payment to Suppliers Coordinate with the supplier for the delivery of requests upon receipt of PO from FAI Central Purchasing Ensure that delivery of item ordered is complete and accurate by closely coordinating with the requisitioners. Ensure that suppliers will be properly paid based on the term agreed upon by closely coordinating with Building Administration and Accounting staff. KEY ACCOUNTABILITY 3 Attends to Requisitioners, Suppliers and Accounting Concerns Respond to Requisitioners' and Suppliers' inquiries about order status, changes or cancellations Respond to inquiries of staff and administration regarding Purchasing policies and procedures for the purpose of providing information, direction or referral for addressing inquiry Coordinate with Accounting Department as to inclusion of Suppliers' name in the Creditor Master File 4. KEY ACCOUNTABILITY 4 Performs Clerical Duties Perform general and clerical functions such as answering telephones, distributing Purchase Orders, copying and faxing for the purpose of supporting departmental activities Maintain complete files of suppliers contracts as well other necessary documents (e.g. suppliers company profiles) for filing and references. Arrange for meetings and conferences between the Company and suppliers Assist Superior on office transfer projects by attending meetings and other needed support. Perform other duties that may be assigned by superior from time to time.