Title:  Procurement Assistant

Responsibility:

Provide the needed products and services at the right time and in full.

Main Tasks:

• Validates and evaluates  the accuracy and completeness of purchase requisitions to ensure accurate purchasing of needed products or services.
• Verifies if there is an existing accredited provider for the products or services being requested.
• Conducts sourcing of prospective suppliers and initiates supplier accreditation if there are no existing supplier for the given requirement
• Conducts bidding and canvassing processes given the pool of identified  vendors
• Informs accredited suppliers of the requested material or service and requests for quotations.
• Evaluates  offers considering:
  1. Price
  2. Quality
  3. Delivery
  4. Technical Support
• Tabulates offers and coordinates with proponents for technical evaluation
• Prepares and processes Purchase Requisition (PRS) to Purchase Order (PO) within established standard lead times through Ariba – on Demand (AOD)
• Edits and validates Purchase requisition for approval

KPA-2: 

Supplier Accreditation, Evaluation, and Negotiation

Weight:

35%

Responsibility:

Effectively executes processing of purchase requisitions to help ensure uninterrupted supply.

Main Tasks:

• Leads in sourcing and recruiting potential suppliers based on needed products and services
• Ensures completeness of suppliers business documents prior to system registration
• Negotiates for the lowest cost from providers following corporate policy and industry-accepted approaches for negotiation.
• Recommends the accreditation of identified suppliers.
• Ensures that accredited suppliers are still active and able to fulfill orders. 
• Develops and maintains alliances with key local suppliers to create a positive influence and benefit for assigned accounts or groups through regular supplier visits
• Conducts regular site inspection of suppliers facility to ensure quality output
• Ensures availability of items/materials and purchase order balances to prevent production stoppage and  stock-outs.
• Assists in payment follow up of  suppliers
• Executes regular supplier performance assessment   to come up with reliable supplier-base

KPA-3: 

procurement management reports and audit 

Weight:

20%

Responsibility:

Assists the procurement manager/supervisor in monitoring, interpretation, analysis of procurement data and formulation of procurement strategies to ensure uninterrupted supply of major raw materials (Corn, Cassava and Rice Bran) and GLOCs  (General Services, Leverage, Opex, Capex), whichever is applicable

Main Tasks:

1. Prepares management reports and collaborates with the Procurement Manager and other stakeholders on the analysis of the report. 
2. Assist the procurement manager in the implementation of buying strategies and collaborates with all stakeholders to ensure correct strategy execution
3. Represents the team during Internal and External procurement process meetings.
4. Ensures adherence to Corporate Procurement’s policies and guidelines.

KPA-4: 

Administrative Functions 

Weight:

10%

Responsibility:

Assists requisitioners on procurement matters

Main Tasks:

• Requests and processes vendor creation through Master Data Governance (MDG)-Vendor
• Assists the requisitioner in following-up delivery of ordered products and services.
• Assists suppliers on inquiries related to the payment of delivered products and services.
• Prepares purchase recommendations summary and award purchase orders through Ariba-On-Demand (AOD)
• Prepares and processes cash advance and liquidation for fieldwork and site inspection