Procurement Lead

Filinvest Hospitality Corporation; Manila; On-site; PHP 446,000 - 781,000; Full time

Job summary

Filinvest Hospitality Corporation is seeking a procurement professional to optimize sourcing, consolidate vendors, and ensure timely PR to PO processing. You will analyze historical data, coordinate with end-users, and drive value through cost analysis and supplier management.

The role encompasses delivery monitoring, supplier base management, and stringent record-keeping to uphold SLA and governance. Collaboration across departments is essential to align with policies and CAPEX standardization.

Responsibilities

• Analyze historical purchasing data to improve forecasting and purchasing strategies.
• Participation in the conceptualization discussion of the end-users to determine feasibility of requirements and provide suggestions or alternatives.
• Consolidation of items for standardization to lock in prices for a certain period.
• Decentralization of items for direct awarding of the end users.
• Ensures end-users are aware of the PR to PO requirements, process and SLA.
• Review Purchase Request (PR) to ensure descriptions and specifications are accurate and complete within SLA.
• Examine and prioritize urgent PRs through proper workload management.
• Evaluates PRs and provides alternatives to end-users for best value.
• Prepare RFQ and/or ITB documents and send to accredited suppliers.
• Facilitate and coordinate company presentations, pre-bid meetings and TOR discussions.
• Coordinate with service providers for clarifications and summarize commercial tabulations.
• Secure approval from end-users for all related information of their requests.
• Negotiate with providers on cost, warranties, payment terms and references.
• Communicate with end-users and providers to ensure SLA-compliant transactions.
• Provide resolutions to issues related to PRs and awarding before escalation to team head.
• Assist team head in resolving issues of stakeholders related to PO and SCM concerns.
• Liaise between end-users and providers for mobilization of requested services.
• Research past trends and pricing for the services handled.
• Create Purchase Orders based on approved specifications.

Job description

PURCHASE PLAN

• Analyze historical purchasing data to improve forecasting and purchasing strategies.

• Participation in the conceptualization discussion of the end-users to determine the feasibility of

  requirements and provide suggestions or alternatives.

• Consolidation of items for standardization to lock in the prices for a certain period of time.
• Decentralization of items for direct awarding of the end users.
• Ensures that end-users are aware of the PR to PO requirements, process and SLA.

PR TO PO PROCESSING

• Review Purchase Request (PR) received and ensure that descriptions and specifications of the items are accurate and complete within the prescribed time period based on SLA.
• Examine and prioritize urgent PRs through proper management of workload to serve immediate needs of the end-user.
• Evaluates PRs and provides alternatives to end-users to provide the business unit with the best value
• Prepare Request for Quotation and/or Invitation to Bid related documents and send to accredited supplier who are capable on providing the required items.

• Facilitate and coordinate company presentation, pre-bid meeting and/or TOR discussion between the

  end-users and service provider/suppliers to ensure alignment and understanding on the

• Coordinate with service provider/supplier for any clarification or correction on the technical offer or

  and summarize commercial tabulation to properly evaluate proposals of the service provider/supplier.

• Coordinate and secure approval from the end-users for all related information of their requests

• Negotiate with service providers/suppliers the cost, warranties, payment terms and terms of

  reference of end-user with proper technical and commercial evaluation, providing the business units

  cost savings.

• Communicate through constant interaction with both end-users and service provider/suppliers for

  efficient transactions and to be in accordance with the SLA and/or Purchase Plan Schedule

• Provide resolutions to the issues and urgent matters related to PR's and awarding before escalating

  to the team head

• Assist team head in resolving issues and concerns of stakeholders related to Purchase Orders and

  other SCM related concerns

• Liaise between end-users and service providers for the mobilization of the services being requested,

  queries, complaints, and other requirements.

• Research on past trends and/or pricing for the specific services being handled

• Creation of Purchase Order based on the approved and required specifications/scope of the end

  users.

DELIVERY MONITORING

• Properly endorse the awarded Purchase Order and service provider/supplier details to End-Users
• Ensure coordination between the contractors and end users for the requirement
• Set the agreed timeline for the needed requirement.

• Provide assistance and aid in the resolution of end-user and service providers/contractors/suppliers

  related issues and urgent matters

• Awareness in the capacity of the service providers/contractors/suppliers to deliver the items prior

  awarding

• Able to resolve issues in the execution or delivery of the service provider/contractor/supplier in line

  with the terms of the contracts

PAYMENT MONITORING

• Ensure on-time payment of service providers/contractors/suppliers by coordinating with End-Users

  and requesting Statement of Account (SOA) to the service providers/contractors/suppliers.

• Ensure on-time transmittal of invoices from service providers/contractors/suppliers to RFP processors.
• Assist in the collection of required documents for on time payment processing

• Liaise between end-users, finance and accounting department and service

  providers/contractors/suppliers for the payment of services, queries, complaints, and other

  requirements

• Provide assistance and aid in the resolution of payment related issues and urgent matters

SUPPLIER BASE

• Source suppliers (abroad or local) that can provide a balance of good quality and affordable

  products

• Secure accreditation requirements from new vendors and endorse the same to the accreditation committee

• Evaluates vendors for the purpose of determining their capability based on their performance to

  serve the requirements

ADMINISTRATIVE

• Ensure proper transmittal of Purchase Order copies to stakeholders and any other related documents.
• Coordinate meetings with stakeholders for discussion of requirements, issues and concerns.

• Keeping files and records for the purpose of ensuring the availability of documentation and

  compliance with established policies and regulatory guidelines

• Prepare reports such as cost analysis, PR status and monitoring, and other relevant to SCM initiatives

  for presentation to management

• Ensure that purchasing processes are done legally and ethically

• Create memo for SCM-related policies, cost standardization and other requirements to ensure

  alignment with all stakeholders

CONSOLIDATION AND STANDARDIZATION OF ASSIGNED CAPEX ITEMS

• Identify similar projects for consolidation from the different projects leading to faster processing and

  lower rates

• Analyze current scope and cost of services to identify potential cost standardization

STRATEGIC PLANNING

• Understanding the nature of the business / project
• Strategic Planning and Assessment of the PR - PO Process

• Improved current PR to PO processing by continuously analyzing the process and proposing process

  improvement by maintaining and ensuring high quality service to stakeholders

ORGANIZATIONAL LEADERSHIP

• Develop, streamline, and manage the purchasing policies, procedures, standards, and strategies in

  order to ensure process transparency, fairness, impartiality, and confidentiality

• Ensure team projects and deliverables are completed on time
• Provide assistance to users' inquiries, complaints, and requests regarding to purchasing activities
• Plan, organize, direct, manage, and evaluate the purchasing activities of the team being handled

• Construct strategies and initiatives that are aligned with the overall direction of the department for

  the team being handled

• Supports and explains reasoning for decisions when appropriate
• Sets clear work unit policies and procedures
• Manages workflow and adjust when necessary
• Perform and/or direct day to day administrative tasks

• Maintain current technical skills and apply new knowledge to management tasks for the

  improvement of purchasing activities

PERSONNEL MANAGEMENT

• Coach and mentor subordinates and ensure that they achieve their KRAs, KPIs and development

  plans

• Ensure that the team observes the HR policies in their daily activities
• Provides regular performance feedback, develops subordinates' skills, and encourages growth