PURCHASING OFFICER

OB DESCRIPTION

1. Global sourcing of Potential External Providers based on the approved BOM/BOQ

1.1. Secure necessary documentary requirements from potential EP

1.2. Assess EP's submitted documentary requirements

1.3. Conduct background check based on EP's accomplished accreditation form

1.4. Request QAS to conduct ocular inspection for quality controlled materials

1.5. Seek approval of QAS re EP's product sample, request for QC certificate if necessary

1.6. Negotiate terms and pricing with the external provider

1.7. Tabulate EP's accreditation result

1.8. Accredit the EP

1.9. Inform the EP about their accreditation result

1.10. Update the EP Accreditation List

1.11. Release updated list of accredited external providers to all concerned departments

2. Process received Requests for Canvass (RFC) and PO (RPO) from the Head Office and Project Sites

2.1. Confirm with Finance and Management Group the availability of approved budget cost (ABC)

2.2. Ensure complete attachment of RFC and RPO prior to processing

2.3. Canvass from at least 3 Accredited External Providers

2.4. Recommend materials which are better to be imported

2.5. Create Canvass Report

3. Prepare Purchase Order

3.1. Create Purchase Order

3.2. Seek the confirmation of Project Team Lead

3.3. Secure PO approval of the Executive Office
Construction and EQM- President
Admin Related Requests- AMO

3.4. Request futher justificationf from Requestor if needed

3.5. Notify the concerned project site and External Provider re approved PO

3.6. Update PO monitoring

4. Monitor delivery of materials, from receiving and storage to issuance

4.1. Liaise with delivery and warehouse team to ensure materials are received on time

4.2. Monitor status of delivery

4.3. Validate specification, quantity and quality of items delivered based on stock receiving report from site and delivery receipt from External Provider

4.4. Update delivery monitoring

4.4. Ensure accuracy between received deliveries from EP and issued items to site

5. Monitor inventory report from project sites

6. Secure payment request from respective project sites

6.1. Coordinate with Finance Management Group (FMG) the expected delivery date of materials or services with COD Terms

6.2. Log all received invoices for completed deliveries

6.3. Submit to Budget Department all validated documentary requirements necessary for payment processing

7. Build and maiintain harmonious relationship with new and existing external providers

7.1. Validate Statement of Account (SOA) submitted by external/service provider within two (2) days upon receipt

7.2. Update the Summary of Outstanding Balance and forward to FMG to track remaining payables to External Provider

7.3. Facilitate evaluation of accredited external providers

7.4. Communicate result of evaluation to accredited EP

7.5. Reflect their evaluation scores in the List of Accredited EP

7.6. Maintain EP with passing evaluation scores as accredited partners

8. Ensure conformity of Purchasing Team with established procedures

8.1. Apply immediate action to issued non conformance

8.2. Impose corrective action to further alleviate deviation to Purchasing Process

8.3. Execute improvements to Purchasing Process

JOB QUALIFICATIONS

• Graduate of any four (4) year course

• with at least 3 years relevant experience in a purchasing and importation role

• Excellent in time management

• Strong communication and negotiation skills

• Relationship building and management skills

-Knowledge in inventory management

• Competence in MS office software and other supply chain related softwares

• Strong ethical skills

• Keen attention to details

• Can work under minimal supervision

• Can cope with the pressure of demanding targets and deadlines

• Solution oriented

• Team Leader

-High sense of integrity