Admin Support / Procurement Officer
Support Services Group, Philippines

Primary Functions:

• Responsible for evaluating suppliers, products, and services, negotiating contracts, and ensuring that approved purchases are cost-efficient of high-quality.
• Monitor the incoming and outgoing supplies’ and equipment’s transactions.

Vendor Management Responsibilities:

• Research and source our potential vendors and suppliers
• Responsible for monitoring purchase requisition from other departments
• Responsible for reviewing purchase requisition if it has complete detail such as date needed, complete specification and purpose
• Responsible for creating budget request and collaborates with finance manager
• Responsible for gathering quotations, negotiating better pricing and terms of payment, creating comparative analysis and securing approval of winning vendor from Site Director
• Prepares purchase order, secure approval from FPA Manager and send it to the vendor
• Monitors the timeline of request and delivery of the item
• Responsible for collating invoice, OR, DR and other necessary documents
• Responsible for creation of payment request with necessary attachments in collaboration with Finance Department
• Maintain and update the list of suppliers and their qualifications, delivery times, lead times, and potential future development
• Responsible for reviewing, comparing, analyzing and approving products and services to be purchased
• Maintain accurate purchase and pricing records
• Research and evaluate prospective suppliers
• Create and maintain good relationships with vendors/ suppliers
• Ensures that invoices received reconcile to purchase orders and matches receipts to purchase orders
• Develop plans and establish cost parameters and budgets for the purchase of equipment, services and supplies

Corporate Responsibilities:

• Reports accomplishments to immediate superior.
• Responsible for disbursement and replenishment of repair and maintenance funds
• Create expenses report per project and suggest recommendations and possible improvements
• Updates quarterly dashboard reports
• Attend trade shows and exhibitions to stay up-to-date with industry trends
• Collaborates with HODs/ Admin assistants for replenishments of office and cleaning supplies
• Following and enforcing the company’s procurement policies and procedures and identify opportunities for continuous improvement
• Proactively identify procurement activities potentially impacting the project’s ability to perform its duties and advise the necessary stakeholders
• Perform procurement duties in a transparent and ethical manner
• Help out any Admin and additional task that is requested by the management including executive office maintenance.
• Work hand in hand with Cebu Site Director for any request and reporting need

Engagement Responsibilities:

• Spearhead and facilitate major engagement activities such as ASI Olympics, Year End Party and others
• Facilitate and organize client’s launch and ribbon cutting
• Facilitate and organize yearly office blessing
• Helps in organizing minor office engagement
• Facilitates charitable events such as ASI Cares and others

Performs other Admin and/ or other related duties as may be assigned from time to time, including but not limited to, the following:

• Handles wide range of administrative tasks like meeting arrangements, preparing reports, document control and others; follow up results.
• Keeps and maintains a calendar on a daily basis to ensure that scheduled meetings/ appointments of Directors are on track.
• Generates and consolidates all departmental reports as scheduled
• Ensures that company documents are handled with confidentiality
• Helps in logistic tasks during client visits and other meeting

Requirements

• Candidate must possess at least a Bachelor's Degree.
• At least 2 years of working experience in the related field, required.

Knowledge, Skills, amp; Abilities

• Basic Knowledge of Microsoft Office such as Word, Excel, PowerPoint and Outlook.
• Excellent communication skills, both written and oral.
• Able to maintain professional demeanor at all times and has strong interpersonal skills.
• Can build positive relationship with clients, management and other colleagues.
• Proper telephone etiquette
• Modern office procedures, methods, and computer equipment
• Methods of basic report preparation
• Departmental policies and procedure
• Flexible and can maintain efficiency and effectiveness in dealing and completing assigned tasks

Job Rewards and Benefits