JOB DESCRIPTION
1. Procurement Operations
- Manage the complete procurement cycle from purchase requisition to purchase order issuance.
- Source qualified vendors and negotiate pricing, payment terms, delivery schedules, and service agreements.
- Obtain and evaluate at least three (3) competitive quotations whenever applicable.
- Prepare procurement recommendation reports with commercial and technical evaluations.
- Monitor supplier performance including quality, delivery, pricing, responsiveness, and compliance.
- Ensure procurement activities comply with internal procurement policies.
2. Vendor Accreditation and Compliance
- Lead the vendor accreditation process including documentary evaluation.
- Review and validate vendor documents such as:
> Business Registration
SEC Registration (Corporation)
DTI Registration (Sole Proprietorship)
CDA Registration (Cooperatives)
> Tax Compliance
BIR Certificate of Registration (Form 2303)
VAT or Non-VAT Registration
Official Invoice/Sales Invoice compliance
Authority to Print (where applicable)
BIR CAS/CRM Permit (if applicable)
Tax Identification Number (TIN)
> Financial Documents
General Information Sheet (GIS)
Mayor's Permit
Business Permit
> Banking Documents
Bank Certificate
Bank Account Details
Void Check
> Other Requirements
PhilGEPS (if applicable)
PEZA Accreditation (if applicable)
Data Privacy Compliance
Insurance Certificates
Business References
3. Vendor Due Diligence
- Perform vendor risk assessment by evaluating:
- Business longevity
- Corporate ownership
- Litigation or adverse findings
- Tax registration validity
- Operational capability
- Customer references
- Conflict of interest
- Sanctions or blacklist checks
Recommend approval or rejection of vendors based on risk assessment.
4. Commercial Evaluation
- Conduct objective Apples-to-Apples comparison of vendor quotations considering:
- Unit Cost
- Total Cost of Ownership
- Payment Terms
- Warranty
- Delivery Lead Time
- Technical Specifications
- Scope of Service
- Installation Costs
- Freight Charges
- Maintenance Costs
- After-sales Support
- Vendor Reputation
- Contract Terms
- Hidden Costs
Prepare comparative bid analysis and recommendation.
5. Vendor Management
- Maintain vendor master database.
- Conduct periodic vendor performance reviews.
- Resolve vendor issues.
- Monitor contract renewals.
- Maintain vendor scorecards.
- Ensure vendors remain compliant throughout engagement.
6. Internal Controls
- Ensure proper approval matrix is followed.
- Prevent duplicate vendors.
- Verify segregation of duties.
- Maintain procurement documentation.
- Support internal and external audits.
7. Reporting
- Prepare reports on:
- Procurement Savings
- Vendor Performance
- Procurement Cycle Time
- Vendor Compliance Status
- Cost Reduction Initiatives
- Contract Expiry Monitoring
QUALIFICATIONS:
- Bachelor's degree in Business Administration, Accounting, Finance, Economics, Supply Chain, Management or related field
- Minimum 3–5 years experience in:
> Procurement
> Purchasing
> Vendor Accreditation
> Compliance
> Experience in BPO or multinational companies is an advantage.
