Storekeeper

Procurement Deliverable

Carry out procurement activity as forecasting usage, analyze demands and create Requests for Quotation (RFQ); ensure systems and deliverables for the department are achieved on time and within budget. Receive Demand Request Form (DRF) from departments duly endorsed by the authorized person; obtain proposals/quotations from suppliers as per DRF to support:

• WS Marine Department
• WS General Procurement
• CVIT

Prepare cost analysis for budget purposes. Prepare bid evaluation sheet whenever required as per the Procurement Policies, compile necessary documents for the issuance of PO. Issue POs both manually and in MAXIMO and maintain records for easy retrieval, track status of requisitions, contracts, and orders. Accountable to prepare RFI for material/services provided to external clients and submit to Accounts Receivable in a timely manner. Calculate costs of orders and forward invoices to payables for on-time payment to suppliers.

Pricing and Negotiation

Research pricing information and compare prices and quotations. Achieve aggregate savings on pre-existing contracts through renegotiations. Liaise for Marine and General Procurements including negotiations for best rates. Disseminate report findings to LINE Manager at regular intervals. Prepare, maintain, and review purchasing files, reports, and price lists. Compare prices, specifications, and delivery dates in order to determine the best bid among potential suppliers. Obtain a minimum of three proposals to meet compliance and adopt appropriate supplier management methodologies and procurement techniques in purchasing to secure better prices. Initiate market observation, conduct and provide market information/analyses on technology and price trends in order to obtain new suppliers and new technologies in the supply chain.

Cost Control / Inventory Management

Continually look for areas where costs can be reduced without sacrificing quality. This means that, while upholding relationships with current suppliers, also need to keep an eye out for new suppliers that might provide the same product for a lower cost without compromising on quality. Update LINE Manager in case of pricing fluctuation. Maintain strong relationships with suppliers to achieve cost reductions. Responsible for supervising general procurement stores and ensuring monthly and annual inventory audits and cycle counts.

Supplier Database, Documentation and Reports

Prepare and administer routine correspondence, negotiation communications, and contract documentation to ensure timely and coordinated submittal. Monitor supplier performance, including general purchase order administration, invoice verification, resolution of claims, resolution of back charges, and performance bonds, retention amount, and purchase order close out. Ensure that Procurement activities are carried out in accordance with the company mandated Procurement processes and procedures, including maintaining the necessary files. Check shipments to ensure quality and quantity of purchased items. Liaise with the accounting department to reconcile invoices and purchase orders. Comply with safety directions. Coordinate the tender process and assist in maintaining a neutrality link with client/supplier. Prepare, issue, and evaluate documentation for the tendering process, gathering responses received, initial analysis, and summation of all offers against the selection criteria and scoring sheets for final evaluation. Provide daily, weekly, and monthly reporting to LINE Manager on the status of all ongoing proposals, projects, and issues.

Coordination & Payment

Maintain meaningful liaison with suppliers to assure constant procurement of supplies. Verify scope on tender documents for material/services worth 500k and above and coordinate the process for General procurement. Obtain suppliers’ satisfaction rating in the conduct of procurement. Maintain prompt and clear communications with the project team and involved stakeholders appropriately. Submit procurement risk assessment matrix. Provide decision-makers within the company with cost information and take approvals. Coordinate materials received for all levels to drive efficient workflow process. Request petty cash advances from the finance department and manage procurement using the company credit card and provide their settlements within the specified time-frame. Perform other tasks as assigned by LINE Manager.