Job description:

The Logistics and Admin Assistant aids in the procurement requirements of various Landco group of companies by sourcing the right item at the right price in the agreed time frame. Tasks include evaluating the Purchase Requests and Purchase Orders on a regular basis, developing and executing implementation strategies for all projects/business units, assisting in negotiation strategies, providing optimal level of customer service, preparing reports to identify cost cutting initiatives, and monitoring of delivery and payments.

Duties and responsibilities

PR/PO PROCESSING

Process the assigned Purchase Requisitions (PRs)/Purchase Orders (POs) within the time stated in the Service Level Agreement (SLA) to meet target dates of internal customers
Review Purchase Request (PR) received and ensure that descriptions, specifications and relevant attachments of the items being requested are accurate and complete
Communicate through constant interaction with both end-users and suppliers for efficient transactions
Examine and prioritize urgent PRs through proper management of workload to serve the immediate needs of the company
Evaluates PRs and provides alternatives to end-users to provide the company with the best value and quality
Negotiate with vendors the price, terms, warranties, delivery, etc. with proper technical and commercial evaluation, providing the company cost savings
Prepares tabulation/canvass sheet/canvass report to easily evaluate proposals and quotations
Liaise between Requestor and Vendor for the approval of the item being requested, queries, complaints and
Identify similar items for consolidation and bulk buying from the different projects and create a purchase plan for the items that can be procured in volume leading to faster processing and lower rates
Initiate standardization of items for future purchases
Research on past trends and/or pricing for the specific item/service being handled

DELIVERY AND PAYMENT MONITORING

Ensure on-time delivery of suppliers by coordinating with Logistics personnel and International Procurement for indent items purchased.
Validate clarifications on items and payment terms prior payment to ensure proper flow of money
Confer with vendors to discuss defective or unacceptable goods or services and determine corrective action.

SUPPLIER BASE

To increase suppliers in each category being handled
Source suppliers (abroad or local) that can provide a balance of good quality and affordable products
Secure accreditation requirements from new vendors and endorse the same to the accreditation committee
Review and potentially optimize suppliers based on price, quality, selection, service, support, availability and other relevant factors.

ADMINISTRATIVE

Encode data for reports to be used by the Procurement Head
Ensure proper transmittal of documents
Coordinate meetings with suppliers
Keeping files and records (e.g. Requests for Proposal, Purchase Orders, Contracts, Vendor files, etc.) for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory

Qualifications:

Good communication, interpersonal and negotiation skills.
Preferably a graduate of any Engineering course or any business related course
Preferably with experience in construction.
Can use Microsoft Office, Excel, and Powerpoint
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 Proficient in communication
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 Project coordination among project end-users and suppliers.
Ability to analyze financial reports, price proposals and other technical data.

Direct reports

Logistics Assistant

Logistics and Admin Assistant