GENERAL PURPOSE OF THE JOB:
The Purchasing Manager is responsible for purchasing goods and services within Company requirements and standards to help achieve business and project goals. He/she is also responsible for proper monitoring, negotiation, and coordination with stakeholders and vendors. The incumbent also manages related costs and savings from the prescribed budget in relation to all purchasing-related activities.
DUTIES AND RESPONSIBILITIES
Purchasing and Procurement
- Comes up with suppliers accreditation using third party;
- Checks and approves the accreditation papers of new suppliers, and ensures that all awarded suppliers are accredited;
- Checks all purchasing-related forms and documents such as canvass sheets, purchase orders, and change purchase orders, among others within the approved turnaround time;
- Checks and approves the purchase orders for BACD, Asset Management, and Purchasing Officers for completeness and correctness;
- Supervises and approves the canvassing of items and services conducted by Purchasing Officers, ensuring thorough research and analysis of potential suppliers;
- Approves purchase orders in the Enterprise Resource Planning (ERP) system, maintaining accurate and up-to-date procurement records;
- Utilizes the ERP system functionalities to perform various tasks, such as modifying prices, canceling purchase orders, and managing other related processes;
- Oversees the end-to-end purchasing and procurement cycle with respect to the Company/stakeholder's requirements;
- Ensures on-time delivery of goods or services needed, following the end user's request;
- Does follow-up on undelivered items, makes proper complaints to suppliers concerned when items delivered are unsatisfactory;
- Works closely with various departments within the organization to understand the specific requirements of their requested goods/services in terms of quantity, quality, and/or timeliness for successful procurement;
- Secures suppliers bids and quotations and handles them with utmost confidentiality;
- Conducts thorough study and evaluation of tabulated bids in the Canvass Sheet, considering factors such as price, quality, delivery timelines, and supplier reputation, to facilitate informed decision-making in terms of awarding of projects;
- Participate in the activities of the Bids and Awards Committee (BAC) such as attending meetings, providing feedback on procurement decisions, awarding winning bidders, and ensuring compliance of the winning bidders with the terms of reference, procurement regulations, and standards of PHC; and
- Regularly meets the Purchasing Team on a weekly basis for updates.
Vendor Management
- Identifies potential suppliers or third-party vendors, and evaluates their capabilities to provide quality goods and services for PHC at competitive prices;
- Leads in building good working relationships with new suppliers, vendors, and third-party providers, while maintaining the same with previous partners;
- Liaises with internal clients in maintaining partnerships with suppliers, vendors, and third-party providers that give favorable and beneficial deals for the Company;
- Effectively communicates between vendors and stakeholders regarding purchasing/procurement-related activities and requests;
- Carefully reviews contract terms, including payment schedules, warranty clauses, and penalties for non-compliance, to protect the organization's interests and ensure that existing suppliers, vendors, and/or service providers are compliant with the Agreed-upon Contracts and/or Service Level Agreements (SLAs);
- Conducts supplier performance evaluation to assess the reliability of suppliers and third-party service providers in terms of quality, quantity, and timeliness of products and services being provided; and
- Ensures vendors are being accredited every 3 years or as soon as it expires.
Cost Management
- Guarantees favorable purchases, deals, and transactions for the Company's requirement for goods and services without compromising the quality;
- Manages cost in all purchasing/procurement-related requests, and transactions and garners a prescribed percentage of savings from the Management's prescribed budget;
- Monitors and analyzes budget utilization, presenting reports on expenditure, and ensuring effective allocation of resources within the organization; and
- Proactively identifies opportunities for cost savings, implements cost reduction strategies, and reports on achieved savings to the Management, contributing to the Company's financial goals.
Other Tasks
- Performs other tasks that may be assigned by the Management depending on the exigencies of the organization.
JOB PROFILE
Educational Background
- Must have at least an educational attainment equivalent to a college/ bachelor's degree in Business Administration, Civil or Materials Engineering, or any related course.
Professional Background
- Minimum of eight (8) years of experience in the field of Purchasing and Procurement and with at least one (1) to two (2) years of managerial experience, preferably in a Property Management and Real Estate Industry.
Knowledge Requirements
- Comprehensive knowledge of the principles of purchasing and procurement in the real estate and property management industry; and
- Comprehensive knowledge of relevant laws and regulations pertaining to the procurement and purchasing of goods, supplies, and services in the real estate and property management industry.
Skills Requirements
- Must have strong decision-making skills;
- Must have strong analytical and critical thinking skills;
- Must have strong procurement management skills;
- Must have strong negotiation skills;
- Must have strong systems thinking skills;
- Must have good oral and written communication skills;
- Must have a good understanding of basic financial management and accounting; and
- Must have strong leadership Skills
i. Coaching and Mentoring
ii. Strategic Thinking and Planning
iii. Managing Performance
Ability Requirements
- Ability to lead, strategize, organize, and listen actively;
- Ability to work under pressure and in extended working hours (if necessary);
- Ability to manage deliverables and accomplish tasks in a timely manner;
- Ability to maintain good working relationships with stakeholders; and
- Ability to remain calm in front of complaining stakeholders, vendors, suppliers, and third-party service providers.
, , . .
