The
Site Staff is responsible for supporting the procurement function by sourcing qualified vendors, negotiating, pricing and contract terms, processing purchase request, and ensuring timely delivery of goods and services. The role ensures compliance with accreditation requirements, maintains accurate purchasing records, coordinates with internal departments, and supports billing and vendor settlement activities. Create PR for site, update & monitor of the delivery and report to head office.
Duties & Responsibilities
- Research, Evaluate and recommend potential vendors to ensure compliance with accreditation and organizational requirements.
- Compare and assess suppliers quotations, proposals, and terms to achieve cost efficiency and quality standards.
- Negotiate contracts terms, pricing, and delivery schedules with suppliers within authorized limits.
- Prepare, process, and monitor Purchase Request (PRs) and Purchase Order (POs).
- Track orders and coordinate with vendors to ensure timely and accurate delivery of goods and services.
- Encode and maintain purchasing data, including vendor information, quantities, pricing, and delivery details, in internal database and system.
- Coordinate with concerned departments regarding item specifications, requirements, and delivery schedules.
- Provide regular status update and reports on purchase request to concerned departments and ensure monitoring tools are consistently updated.
- Process vendor billing and ensure completeness and accuracy of required documents, including invoices and delivery receipts.
- Address and resolve purchase- and delivery-related concerns at project site in coordination with vendors and internal stakeholders.
- Ensure adherence to company policies, ethical standards, and procurement procedures at all times.
- Can be Assigned to site as Site Staff.
- Do processing of PR, DMS, Delivery update on Site and other task assigned.
KEY MEASURABLES
- On-Time Delivery Rate - Percentage of purchase orders delivered within the agreed timeline.
- Purchase Request Cycle Time - Average time taken from PR receipt to PO issuance.
- Accuracy of purchasing Record - Numbers of errors in purchase orders, billing, and documentation.
- Billing Turnaround Time - Timeliness in processing vendor invoices and payment documentation.
Qualifications
- Education
- Bachelor's degree in Business Administration, Supply Chain Management, or a related field.
- Experience
- At least one (1) year of relevant work experience as a Purchasing Associate, Purchasing staff, Purchasing Agent, or in a related Procurement role.
- Technical Competencies (Know-how)
- Proficiency in Microsoft Office applications (excel, word, PowerPoint) and Google workspace (Sheet, Docs)
- Knowledge of procurement and vendor sourcing practice, including supplier research and evaluation.
- Ability to prepare and analyze quotations, purchase orders, and procurement reports.
- Basic understanding of contract terms, pricing structures, and billing documentation.
- Data entry and record-keeping accuracy using internal purchasing systems or databases
- strong analytical and numerical skills.
- Behavioral Competencies (Traits)
- High level of integrity, honesty and ethical conduct.
- Strong negotiation and communication skills.
- Detail-oriented with a high level of accuracy and accountability.
- Ability to work collaboratively with internal departments and external vendors.
- Strong organizational and time management skills.
- Ability to work under supervision and handle multiple task in fast-paced environment.
- Problem-solving mindset with the ability to handle site-related and delivery concerns.
Job Type: Full-time
Benefits
- Life insurance
- On-site parking
- Pay raise
Work Location: In person
