Procurement Assistant

Job Summary

We are seeking a detail-oriented and organized Procurement Assistant to support procurement operations, vendor coordination, tender administration, purchase order processing, and contract documentation. The successful candidate will help ensure that procurement activities are conducted efficiently, transparently, and in accordance with established procurement policies, authorization requirements, and organizational procedures.

The ideal candidate has experience in procurement, logistics, or supply chain management, strong administrative and analytical skills, and the ability to coordinate effectively with suppliers, internal departments, and evaluation committees.

Key Responsibilities

• Receive, consolidate, and review procurement requisitions to ensure completeness, accuracy, and compliance with the Purchase Authorization Matrix and applicable organizational procedures.
• Assist in preparing procurement documents, including requests for quotations (RFQs), tender documents, bid analysis summaries, purchase orders, and contracts.
• Prepare tender documents, solicit bids and quotations, analyze offers, and share bid analysis summaries with requesting departments.
• Assist in the receipt, sorting, organization, and documentation of bids submitted by prospective vendors.
• Coordinate with the Bid Evaluation Committee (BEC) and Technical Working Group (TWG) to schedule bid openings, evaluations, and related meetings.
• Prepare Letters of Appointment for tender-related assignments and coordinate approvals with the appropriate signatories.
• Coordinate with selected suppliers to confirm agreed terms and prepare purchase orders, contracts, and other required procurement documents following approval.
• Track procurement requisitions, purchase orders, deliveries, and outstanding actions, maintaining regular communication with suppliers and requesting departments.
• Monitor open requisitions and follow up on the timely delivery of goods and services.
• Coordinate with receiving units to obtain satisfactory delivery notes and ensure proper documentation of completed deliveries.
• Review vendor invoices, prepare payment requests, and coordinate with the Finance Department to facilitate timely supplier payments.
• Maintain accurate physical and electronic procurement records throughout the procurement cycle in accordance with organizational policies and procedures.
• Retrieve, organize, and analyze procurement data and prepare periodic reports highlighting outstanding issues, delays, and actions requiring attention.
• Perform other procurement-related duties as assigned.

Qualifications and Requirements Education

Applicants must meet one of the following requirements:

• A university degree in Business Administration, Accounting, Logistics, Supply Chain Management, or a related field from an accredited academic institution, with at least three years of relevant professional experience.

A professional certification in Procurement, Logistics, or Supply Chain Management is an advantage.

Work Experience

• Demonstrated experience in procurement, logistics, supply chain operations, or purchasing administration.
• Experience coordinating with vendors, suppliers, and service providers.
• Familiarity with procurement processes, tender administration, contract documentation, purchase orders, and invoice processing.
• Experience working with IOM or United Nations procurement and logistics rules and procedures is an advantage.
• Previous experience working in an international organization is an advantage.

Required Skills and Competencies

• High level of computer literacy and proficiency in standard office applications and electronic recordkeeping systems.
• Strong organizational skills and attention to detail, with the ability to manage multiple procurement requests simultaneously.
• Excellent written and verbal communication, coordination, and negotiation skills.
• Ability to prepare clear, concise, and accurate reports and procurement documentation.
• Ability to work effectively with national and international institutions, vendors, suppliers, and internal stakeholders.
• Strong analytical and problem-solving skills.
• Ability to establish realistic resource requirements and support timely procurement planning to meet organizational needs.
• Ability to maintain accurate records, handle confidential information appropriately, and comply with established procedures.
• Strong time-management skills and the ability to meet deadlines in a fast-paced working environment.

Pay: Php30,000.00 - Php35,000.00 per month

Benefits:

• Company Christmas gift
• Company events
• Health insurance
• Opportunities for promotion
• Promotion to permanent employee

Application Question(s):

• Experience coordinating with vendors, suppliers, and service providers.
• Demonstrated experience in procurement, logistics, supply chain operations, or purchasing administration.
• Availability to Join?
• Provide your VIBER number for fast communication.

Education:

• Bachelor's (Preferred)

Experience:

• relevant professional: 3 years (Preferred)

Willingness to travel:

• 100% (Preferred)

Work Location: In person