PURCHASING ASSISTANT

University of San Agustin; Iloilo City; On-site; PHP 279,000 - 391,000; Full time

Job summary

University of San Agustin Purchasing Assistant handles canvassing prices, negotiations with suppliers, and the processing of requisitions and purchase orders to ensure timely delivery and proper documentation. The role involves verifying supplier accreditation, coordinating with various offices, and maintaining purchase records.

Strong attention to detail and adherence to institutional values are essential for this position.

Qualifications

• Ability to perform job functions consistent with the Institution's vision and mission statements, core values, and Augustinian charism.

Responsibilities

• Performs job functions consistent with the Institution's vision and mission statements, core values, and the Augustinian charism.
• Conducts background investigation on business establishments before their accreditation as regular suppliers to the Institution, maintains updated listings of accredited suppliers.
• Receives and records all purchase requisitions and ensures they are signed by the immediate head.
• Forwards signed purchase requisition to Budget Office for verification and to Business and Finance Director for approval.
• Coordinates with requisitioning parties to clarify specifications of requisitioned items.
• Sourcing at least three (3) suppliers for the requested items based on price, availability and quality.
• Prepares Canvass Sheet with the attached quotations and endorses recommendations to the immediate head.
• Negotiates with the suppliers on their terms and conditions of purchase, such as price discounts, rebates, and credit lines.
• Prepares the Purchase Order based on the approved selection and secures the signatures of authorized signatories.
• E-mails approved purchase orders to suppliers.
• Follows up on orders with the suppliers to ensure timely deliveries.
• Informs the requesters on the scheduled deliveries of their request.
• Oversees the quality of the delivered items.
• Collaborates with NCABO and Sub-units to ensure that all their requests are fulfilled.
• Receives Sales Invoice of the delivered items from the Stockroom-In-Charge and attaches it to the Purchase Order and forwards it to the Property Custodian for the issuance of the Receiving Report.
• Submits the set of documents (Sales Invoice, Purchase Order & Receiving Report) to Business and Finance for the preparation of the check vouchers and issuance of checks for the payment.
• Follows up with the Business and Finance Office regarding the status of requested vouchers and the issuance of checks.
• Informs suppliers of the release of their payments.
• Undertakes actual purchases of requisitioned items based on the approved purchase order.
• Accomplishes Cash Advance forms to cover cash payment of emergency purchases and prepares liquidation reports for it.
• Updates daily NCABO Purchasing Online Tracker as basis for the preparation of the Purchasing Monthly and Annual Reports for NCABO.
• Maintains files of documents covering purchase transactions.
• Analogous, germane or related to and/or implied from the preceding enumeration of duties and responsibilities.

Job description

About the role

The Purchasing Assistant is primarily responsible for the undertaking of canvass of prices, negotiations on terms and conditions with suppliers of facilities, supplies and materials, and the actual purchase of such requirements.

Key responsibilities

• Performs job functions consistent with the Institution's vision and mission statements, core values, and the Augustinian charism;
• Conducts background investigation on business establishments before their accreditation as regular suppliers to the Institution, maintains updated listings of accredited suppliers;
• Receives and records all purchase requisitions and ensures they are signed by the immediate head;
• Forwards signed purchase requisition to Budget Office for verification and to Business and Finance Director for approval;
• Coordinates with requisitioning parties to clarify specifications of requisitioned items;
• Sourcing at least three (3) suppliers for the requested items based on price, availability and quality;
• Prepares Canvass Sheet with the attached quotations and endorses recommendations to the immediate head;
• Negotiates with the suppliers on their terms and conditions of purchase, such as price discounts, rebates, and credit lines;
• Prepares the Purchase Order based on the approved selection and secures the signatures of authorized signatories;
• E-mails approved purchase orders to suppliers;
• Follows up on orders with the suppliers to ensure timely deliveries;
• Informs the requesters on the scheduled deliveries of their request;
• Oversees the quality of the delivered items;
• Collaborates with NCABO and Sub-units to ensure that all their requests are fulfilled;
• Receives Sales Invoice of the delivered items from the Stockroom-In-Charge and attaches it to the Purchase Order and forwards it to the Property Custodian for the issuance of the Receiving Report;
• Submits the set of documents (SaIes Invoice, Purchase Order & Receiving Report) to Business and Finance for the preparation of the check vouchers and issuance of checks for the payment;
• Follows up with the Business and Finance Office regarding the status of requested vouchers and the issuance of checks.
• Informs suppliers of the release of their payments;
• Undertakes actual purchases of requisitioned items based on the approved purchase order;
• Accomplishes Cash Advance forms to cover cash payment of emergency purchases and prepares liquidation reports for it;
• Updates daily NCABO Purchasing Online Tracker as basis for the preparation of the Purchasing Monthly and Annual Reports for NCABO;
• Maintains files of documents covering purchase transactions;
• Analogous, germane or related to and/or implied from the preceding enumeration of duties and responsibilities.

About you

• Ability to perform job functions consistent with the Institution's vision and mission statements, core values, and Augustinian charism