Procurement Associate

Filinvest Development Corporation; Muntinlupa; On-site; PHP 480,000 - 720,000; Full time

Job summary

Filinvest Development Corporation in the Philippines is seeking an SCM Associate to oversee procurement activities, renew service contracts on time, and coordinate with end-users for purchase planning. The role involves reviewing PRs and RFQs, negotiating with providers, drafting and routing contracts, monitoring service delivery, and ensuring timely payments with finance teams.

You will expand the provider base, maintain procurement documentation, and help align purchasing processes with

Qualifications

• Bachelor's degree in a related field is required.

Responsibilities

• Coordinate PRs to contracts and POs within SLA.
• Review PRs for accuracy and prioritize urgent requests.
• Prepare RFQ and invitations to bid; negotiate terms with providers.
• Monitor service delivery and ensure timely payments.
• Expand and maintain a pool of qualified service providers.
• Ensure compliance with purchasing policies and legal standards.

Skills

Procurement

Negotiation

Sourcing

Education

Bachelor's Degree

Job description

Job Summary

The SCM Associate oversees procurement activities, ensuring the timely renewal of service contracts and effective coordination with end-users for purchase planning. This role involves reviewing and processing purchase requests, preparing request for quotations, negotiating with service providers, and managing contract drafting and approvals. The tasks involve monitoring service delivery, addressing issues between stakeholders and suppliers, and facilitating timely payments by liaising with finance and accounting teams. Additionally, they expand and maintain a pool of qualified service providers, manage procurement documentation, and ensure compliance with purchasing policies. The position also focuses on consolidating services for cost efficiency and contributing to strategic procurement planning.

Duties and Responsibilities

1. Purchase Plan

• Coordinate with end‑users regarding the expiration of contracts, identify service contracts for renewal, request repairs & maintenance, and arrange supply & installation.
• Participate in end‑user conceptual discussions to determine feasibility of requirements and provide suggestions or alternatives.
• Follow up with end‑users if expected PRs based on the purchase plan are not yet submitted.
• Update the purchase plan for movements and revisions.
• Ensure that end‑users are aware of the PR‑to‑Contract requirements, process, and SLA.

2. PR to Contract & PO Processing

• Review PRs and ensure descriptions and specifications are accurate within the prescribed SLA.
• Prioritize urgent PRs to serve immediate needs of the end‑user.
• Evaluate PRs and provide alternatives to achieve best value and quality services.
• Prepare RFQ and/or Invitation to Bid documents and send to accredited service providers.
• Create technical tabulation for end‑user review and approval.
• Coordinate with service providers for clarifications on technical or commercial offers.
• Summarize commercial tabulation for proposal evaluation.
• Secure end‑user approval for all related information.
• Negotiate cost, warranties, payment terms and reference with providers, ensuring cost savings.
• Maintain constant interaction with end‑users and providers for efficient transactions per SLA.
• Resolve issues and urgent matters related to PRs and awardings before escalation.
• Assist team head with stakeholder concerns regarding service contracts and SCM.
• Liaise for mobilization of services, queries, complaints, and other requirements.
• Draft, review and route service contracts to internal signatory within SLA.
• Coordinate signing, notarization and submission of contracts with providers.
• Consult Legal on contract‑related concerns.

3. Service Delivery Monitoring

• Endorse awarded contracts and service provider details to end‑users.
• Coordinate between contractors and service providers for acquired services.
• Set agreed timelines for services.
• Assist in resolving end‑user and provider issues and urgent matters.
• Ensure provider capacity to deliver before award.
• Resolve execution or delivery issues in line with contract terms.

4. Payment Monitoring

• Ensure on‑time payment of service providers by coordinating with end‑users and requesting statements of account.
• Validate clarification on services and payment terms before payment.
• Assist collection of required documents for payment processing.
• Liaise between end‑users, finance, accounting and providers for payments, queries, complaints and other requirements.

5. Service Provider Base

• Expand pool of service providers for services lacking adequate local providers.
• Source providers (abroad or local) that balance quality and affordability.
• Assist in securing accreditation applications and requirements for new providers and endorse to accreditation committee.

6. Administrative

• Transmit service contracts and PO to stakeholders and related documents.
• Coordinate meetings with stakeholders for requirements, issues and concerns.
• Maintain files and records (RFP, contracts, PO, provider files) to ensure availability and compliance with policies.
• Ensure purchasing processes comply with legal and ethical standards.

8. Strategic Planning

• Understand nature of the business/project.
• Strategically plan and assess the PR–Contract process.

Technical Competencies and Skills

• Procurement
• Negotiation
• Sourcing

Education, Trainings and Licenses Required

Bachelor's Degree