Global Procurement Associate [Procurement Services – Shared Services]

Private Advertiser; Manila; Hybrid; PHP 420,000 - 600,000; Full time

Job summary

Private Advertiser is seeking a Procurement Associate to support day-to-day procurement operations, including PR to PO/GR conversion, PR/PO tracking, catalog management, and administrative reporting. The role also supports audits and maintains procurement documentation for transparency and efficiency.

The ideal candidate has a Bachelor's degree with 2+ years in procurement or supplier management, and familiarity with SAP ARIBA/ECC, MS Excel, and Power BI is a plus.

Qualifications

• Bachelor's degree in Business Studies, Administration, or Management.
• 2+ years of procurement or supplier management experience (implied by role responsibilities).
• Familiarity with SAP ARIBA and SAP ECC (MM) recommended.

Responsibilities

• Support PR to PO/GR conversion and ensure documentation accuracy.
• Manage PR/PO lifecycle, including follow-ups and status updates.
• Assist catalog management and ensure catalog data accuracy and updates.
• Prepare administrative accreditation and supplier-related reports.
• Support audits and procurement-related ad hoc activities.

Skills

Integrity

Teamwork

Adaptability

Independence

Time management

English communication

Analytical skills

Interpersonal

Customer service

Flexible hours

Education

Bachelor's degree

Tools

SAP ARIBA

SAP ECC

MS Excel

Power BI

Job description

Role Description:

The Procurement Associate [Procurement Services – Shared Services] is responsible for supporting day-to-day procurement operations by handling (1) Purchase Requisition (PR) to Purchase Order (PO) / Goods Receipt (GR) conversion, (2) PR and PO tracking and documentation, (3) catalog management, (4) preparation of administrative reports, and (5) support for audits and other procurement-related tasks. This role ensures timely and accurate requests, with clear visibility and accountability on assigned activities across supported business units. The Procurement Associate also supports the Procurement Officer in maintaining the catalog database, updating admin trackers, and monitoring action plans to help keep procurement operations organized and efficient.

I. Essential Functions:

• Purchase Requisition to Purchase Order / Goods Receipt (PR to PO / GR) Conversion:

  • Receive and review the requests from business units, ensuring that appropriate documentation and approvals are in place before processing.

  • Evaluate whether a contract is required prior to proceeding with any request and coordinate with business unit and Supplier Governance team on necessary steps.

  • Convert approved Purchase Requisitions into Purchase Orders, verifying completeness and accuracy of supporting documentation before PO issuance.

  • Coordinate with requestors, suppliers, and receiving teams to ensure timely delivery and processing of Goods Receipts (GR).

  • Monitor the approval workflow and update the procurement database regularly to maintain visibility and traceability of transactions.

  • Provide first-level ERP support, including login assistance and system navigation guidance to internal users.

  • Maintain and update the administrative database to ensure transparency, accuracy, and easy access to procurement records.

• PR and PO Management:

  • Generate, review and maintain reports of active Purchase Requisitions (PRs) and Purchase Orders (POs) to ensure each item is followed through with appropriate action.

  • Coordinate with stakeholders to review outstanding items, identify next steps, and drive timely resolution.

  • Expedite Purchase Orders by monitoring overdue and upcoming due itemsand coordinating with suppliers and end-users to ensure timely delivery.

  • Perform necessary activities such as follow-ups for PR/PO approvals, PO cancellation, or deletion to maintain a clean and updated procurement list.

  • Provide regular status updates to stakeholders to ensure visibility and alignment throughout the PR and PO lifecycle.

• Catalog Management:

  • Collaborate with the Strategic Insights team and business units to identify items suitable for cataloging based on spend analysis and usage trends.

  • Upload approved catalog items into the ERP system upon receipt of the Catalog Uploading Request from the business unit.

  • Maintain the catalog database, ensuring data accuracy, completeness, and timely updates.

  • Coordinate with designated business unit representatives to ensure catalog content remains up-to-date and aligned with procurement needs.

  • Identify frequently purchased items from PR-to-PO transactions and recommend them for catalog inclusion to streamline future procurement.

  • Monitor catalog expiry dates and proactively remind end-users to review and confirm whether to renew with the same supplier, re-bid, or remove the item from the catalog.

• Administrative Reports

  • Serve as the accreditation coordinator for assigned terminals by initiating the Accreditation Request Form based on Business Unit unaccredited supplier list, to liaising with suppliers to ensure timely and complete submission of required documents.

  • Analyze and consolidate supplier responses to prepare accreditation evaluation reports in alignment with established criteria.

  • Facilitate the endorsement of completed reports for approval by coordinating with authorized signatories, ensuring compliance with the defined approval matrix.

  • Maintain accurate accreditation documents in the shared system to support audit readiness and supplier transparency across procurement activities.

• Support Audit and Other Ad hoc Activities:

  • Provide audit support as required, ensuring compliance with procurement policies and procedures.

  • Manage procurement events and perform other ad hoc activities as needed to support the department's objectives and business requirements.

  • Support all other Procurement administrative functions as may be required.

II. Job Requirements and Competencies

• Skills and Abilities:

  • Unquestioned Integrity and high ethical standards.

  • Must be a team player who collaborates effectively with others to achieve organizational goals.

  • Able to “plug and play” to seamlessly integrate into new roles or environments with minimal training or adjustment.

  • Can work under minimal supervision – proactive, with a strong sense of responsibility and urgency.

  • Excellent time management skills and the ability to prioritize tasks effectively in a fast-paced environment.

  • Excellent written and oral communication skills in English, with the ability to effectively communicate complex information to various stakeholders.

  • Strong analytical and problem-solving abilities.

  • Strong interpersonal skills, able to work with diverse teams and stakeholders.

  • Strong customer service orientation, with the ability to effectively address inquiries, resolve issues, and maintain positive relationships with suppliers and business units.

  • Amenable to working on a shifting schedule, with the flexibility to adjust to varying work hours when necessary

• Knowledge and Experience - demonstrates knowledge on:

  • Strong understanding of procurement best practices, supplier management, policies, processes, and systems.

  • Familiar with E-Procurement systems, ideally SAP ARIBA and SAP ECC (MM)

  • Familiar with contract management and supplier governance.

  • Proficient in MS Office, especially MS Excel for data analysis and database maintenance, and experience with reporting tools like PowerBI preferable

  • Strong customer service orientation, with the ability to effectively address inquiries, resolve issues, and maintain positive relationships with suppliers and business units.

• Educational Attainment:

  • At least a Bachelor's/College Degree, preferably in Business Studies, Administration, or Management

• Work Experience:

  • At least 2 years of experience in procurement or supplier management

  • Supervisory level

  • Preferably with experience in catalog management, PR to PO management, and accreditation processes.

• Licenses/Certificates:

  • Supply Chain Management-related certification is an advantage but not required

III. Working Environment:

• Office Days: Monday to Friday (6:00 AM – 3:00 PM, 10:00 AM-7:00 PM or 2:00 PM-11:20 PM)

• On-Site: 2 days a week (Monday to Tuesday) or as per need

• Work from Home: 3 days a week (Wednesday to Friday) or as per need

• Field: Business Unit visits as necessary for procurement-related activities