PROCUREMENT OFFICER/PURCHASER

Align Business Corp.; Parañaque; On-site; PHP 391,000 - 580,000; Full time

Job summary

Align Business Corp. is seeking a competent Procurement Officer to oversee sourcing, supplier negotiations, and purchase orders in a fast-paced environment in the Philippines.

You will evaluate vendors, manage lead times, and ensure compliance with company policies while optimizing costs and quality. The role requires strong communication, data analysis, and negotiation skills, with 3–5 years’ experience in procurement or purchasing, preferably in FMCG.

Qualifications

• 3–5 minimum working experience as a procurement/purchasing officer or similar position.

Responsibilities

• Sourcing Vendors: Research and evaluate suppliers based on price, quality and delivery criteria.
• 2. Negotiating Contracts: Secure favorable pricing, discounts, and delivery terms.
• 3. Processing Orders: Create purchase orders, monitor shipments, and handle defective or missing items.
• 4. Collaboration: Work with finance and operations to align procurement with business goals.

Skills

Negotiation

Contract management

Sourcing

Vendor management

Analytical thinking

Education

Degree in Business Administration or related

Tools

Microsoft Excel

Procurement software

Job description

PROCUREMENT OFFICER / PURCHASER

A Procurement Officer plays a critical role in managing an organization’s supply chain by overseeing the acquisition of goods, services, and equipment essential to daily operations. The position involves identifying reliable suppliers, negotiating contracts, and ensuring timely delivery while maintaining cost efficiency and adherence to quality standards. Procurement Officers are also responsible for monitoring market trends, evaluating vendor performance, and enforcing compliance with company policies and legal regulations. By balancing cost control, supplier relationships, and operational needs, they contribute directly to organizational efficiency, risk management, and long‑term sustainability.

CORE RESPONSIBILITIES

1. Sourcing Vendors: Research and evaluate suppliers based on the following criteria

A. Price (Cost Optimization)

• Analyze Total Cost of Ownership (TCO): Look beyond the baseline unit price to include shipping, taxes, customs duties, insurance, and handling fees.
• Review Financial & Payment Terms: Negotiate favorable payment windows (e.g., Net 30, Net 60) and explore early payment discounts or bulk volume pricing tiers.
• Assess Price Stability: Verify if the vendor locks in prices via long‑term contracts or if their rates fluctuate with market conditions and raw material costs.

B. Quality (Product & Operational Standards)

• Inspect Product Specifications & Samples: Request physical samples or prototypes to test against build standards, technical specifications, and durability requirements.
• Verify Certifications & Compliance: Ensure suppliers adhere to recognized industry standards (e.g., ISO certifications, regulatory compliance, labor laws).
• Track Error & Defect Rates: Evaluate historical data on return rates, defect ratios (such as Parts Per Million / PPM), and warranty policies.

C. Delivery Speed (Supply Chain Reliability)

• Measure Production & Transit Lead Times: Evaluate total order‑to‑delivery timelines, including manufacturing schedules and geographical shipping routes.
• Review On‑Time In‑Full (OTIF) Rates: Check historical fulfillment metrics to confirm how consistently the vendor hits target delivery dates.
• Assess Risk & Agility: Gauge the supplier’s capacity to handle emergency reorders, sudden demand spikes, or supply chain bottlenecks.

2. Negotiating Contracts: Secure favorable pricing, discounts, and delivery terms.

A. Pricing Optimization

• Establish Price Protection: Lock in baseline rates for 12–24 months or tie adjustments to transparent commodity indexes to prevent unexpected cost spikes.
• Optimize Payment Terms: Negotiate extended payment windows (e.g., Net 60 or Net 90) to preserve working capital, or request early payment discounts (e.g., 2% off for Net 10).
• Define Price‑Break Thresholds: Structure tiered pricing models that automatically drop the unit cost as cumulative order volumes grow.

B. Discounts & Value Adds

• Leverage Spend Aggregation: Combine company‑wide order volumes or aggregate multi‑department purchasing to unlock top‑tier discounts.
• Incorporate Volume Rebates: Agree on annual growth targets where the vendor returns a percentage of total spend if specified volume milestones are hit.
• Waive Auxiliary Fees: Negotiate to remove extra costs for setup, customized tooling, initial onboarding, or dedicated account management.

C. Delivery & Fulfillment Terms

• Optimize Freight Responsibilities: Define exact Incoterms (such as negotiating DDP—Delivered Duty Paid) so the vendor manages transit, tariffs, and shipping risks.
• Enforce Performance SLAs: Set firm Service Level Agreements for lead times and On‑Time In‑Full (OTIF) delivery, tied to clear financial credits for non‑compliance.
• Secure Vendor‑Managed Stock: Require local buffer stock or consignment inventory to cover sudden demand spikes without holding excess capital on your balance sheet.

3. Processing Orders: Create purchase orders, monitor shipments, and handle defective or missing items.

A. Purchase Order (PO) Creation & Issuance

• Standardize Documentation: Generate detailed, legally binding POs containing item SKUs, clear descriptions, agreed unit prices, quantities, payment terms, and delivery schedules.
• Establish Approval Workflows: Route orders through internal authorization tiers based on spend thresholds to prevent unauthorized purchases and budget overruns.
• Confirm Order Acceptance: Obtain formal, written acknowledgement from the vendor to lock in prices, specs, and fulfillment timelines before production starts.

B. Shipment & Order Tracking

• Monitor Milestones & Lead Times: Track shipments continuously via vendor portals, tracking IDs, or Logistics Management Systems to catch transit delays early.
• Conduct 3‑Way Matching: Cross‑examine the purchase order, physical receiving slip, and vendor invoice upon arrival to verify quantities and line‑item costs match exactly.
• Maintain Communication Channels: Keep open dialogue with freight forwarders and vendor logistics teams to address customs holds, route shifts, or inventory shortages.

C. Resolution of Defective or Missing Items

• Implement Receiving Inspection: Inspect incoming shipments immediately for physical damage, short counts, or non‑conforming product specifications before signing off.
• Document Exceptions Thoroughly: Log discrepancies within 24–48 hours using photo evidence, serial numbers, and formal Discrepancy/Damage Reports (DRs).
• Execute Remediation Workflows: Request Return Merchandise Authorizations (RMAs), demand immediate credit memos, or trigger expedited replacement shipments as outlined in contract SLA clauses.

4. Collaboration:

• Working closely with other departments, such as finance and operations, to align procurement activities with overall business goals.
• Collaborate with team members and the procurement manager to complete tasks as needed

REQUIREMENTS & QUALIFICATIONS

• A Degree in Business Administration, BS Math, Engineering, Purchasing and Logistics, Purchasing and Supply, Business Studies, Supply Chain Management, or Marketing
• Strong knowledge and understanding of procurement processes, policies, and systems
• 3-5 minimum working experience as a procurement/purchasing officer or any other similar position.
• Experience in the FMCG industry is an advantage
• Up‑to‑date computer skills in Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel Steady Two), among others.
• Ability to analyze problems and devise strategic solutions
• Skilled in negotiation, contract establishment, and administration
• Excellent verbal and written communication skills
• Capable of multitasking, prioritizing, and managing time efficiently
• High attention to detail and accuracy
• Ability to collaborate effectively with management and staff at all levels
• Goal‑oriented, organized team player
• Ability to negotiate contracts
• Ability to multitask, prioritize, and manage time efficiently
• Excellent communication skills
• Accurate attention to detail
• Goal‑oriented, organized team player
• Ability to work well with management and staff at all levels