JOB DESCRIPTION: PURCHASE PLAN AND COST PLANNING · Coordination with the end-users regarding the schedule of requirements and identify the needed items
· Participation in the conceptualization discussion of the end-users to determine the feasibility of requirements and provide suggestions / 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
· Lead and participate in the cost planning process for all requirements to be purchased for the assigned projects
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
· 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
· Provide resolutions to the issues and urgent matters before escalating to the team head
· 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)
BID CONTRACT PACKAGE PROCESSING · Review Bids Request received and ensure that submitted bid plans and documents, descriptions and specifications of the items being requested are accurate and complete within the prescribed time period based on SLA.
· Examine and prioritize urgent bids 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
· Prepare technical tabulation / canvass sheet / canvass report to easily evaluate proposals and quotations. Coordinate and secure approval from the end-users
· Assess all technical plans and terms of reference provided by end user and be able to evaluate its sufficiency and accuracy
· Ensures accurate technical specifications and detailed scope of work of are followed by the contractor before awarding
· 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 bids and provides alternatives to end-users to provide the company with the best value and quality items
· Provide resolutions to the issues and urgent matters before escalating to the team head
· 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 bid requests within the prescribed time period based on the Service Level Agreement (SLA)
CONTRACTS ADMINISTRATION · Coordination with the end-users regarding the schedule of requirements and identify the needed items
· Participation in the conceptualization discussion of the end-users to determine the feasibility of requirements and provide suggestions / 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
· Establish the monitoring files for construction and service contract, including monitoring the whole contract execution process.
CONTRACT REQUEST PROCESSING · Review Contract Request 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
· 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
· Provide resolutions to the issues and urgent matters · Liaise between the SCM Buying team, contractor and end-user/site
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
· For imported items, coordination with SCM Logistics on delivery of imported items · Set the agreed timeline for the services
· 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 resolve issues in the deliveries whether it be damaged, missing, etc. within SLA
SUPPLIER BASE / VENDOR MANAGEMENT To increase suppliers in each category being handled Source suppliers (abroad or local) that can provide a balance of good quality and affordable products COMPETENCIES AND SKILLS REQUIRED · Can use Microsoft Office, Excel, and Powerpoint
· Perform a variety of tasks, often changing from one to another of a different nature
· Can adapt to frequent changes in workload and adjust priorities quickly as circumstances dictate
· Can work within deadlines and complete work in a timely manner
· Displays Integrity
· Liaising and documentation
· Can apply effective interpersonal skills to provide service
· Ability to deal with all levels
· Proficient in communication
· Can coordinate events involving multiple parties
· Completes administrative tasks correctly and on time
· Writes clearly and informatively (email, memos, letters, reports)
· Can perform work with close attention to detail
· Meets challenges with resourcefulness
· Can process and maintain recordkeeping or filling systems
· Follows instructions, responds to management direction
