Scope of the PositionThis role is responsible for managing the procurement of imported and local raw and packaging materials for assigned clients. The procurement function includes supplier sourcing and selection, canvassing, ordering, purchase processing, monitoring deliveries, and evaluating supplier performance and service quality.Duties and ResponsibilitiesA. Operations-Related DutiesReceive Purchase Requisitions (PRs) generated via SAP based on the Material Requirements Plan (MRP).Obtain pricing from existing contracts or canvass quotations from accredited suppliers if no contract exists.Ensure all Purchase Orders (POs) are aligned with PR details, including pricing, MOQ, and delivery terms.Attach PR and corresponding quotation or contract to the PO. For repeat orders, indicate price reference and date.Review and sign POs prior to submitting them to authorized signatories. If Billing Price (BP) is lower than supplier’s quote, compute the impact, log it in the Green Notebook, and forward to Product Costing for assessment.Release and send PO copies (local and import) to approved suppliers.Follow up on released POs and monitor delivery confirmations against MRP Report No. 6128. Expedite or reschedule as necessary to meet due dates.Escalate any critical delays or potential stockouts to Account Managers immediately.Monitor actual arrivals of materials in SAP.Coordinate with Materials Planning on delivery adjustments (push-outs or cancellations) to prevent overstocking.Track indent POs from Proforma Invoice issuance to port release and final delivery to the company warehouse.Address delivery discrepancies or quality/quantity issues with suppliers and arrange for replacements or credit memos.Collaborate with Material Planners and Suppliers to meet customer requirements.Monitor and evaluate supplier performance regularly.Recommend billing prices for client contract renewals, subject to approval by the Logistics and Finance Division Managers.Ensure suppliers adhere to the company’s Standard Operating Procedures (SOP), including required delivery documents (e.g., 3 copies of DR, PO, MSDS, COA).B. Supplier Management DutiesClearly communicate expectations to suppliers during formal meetings.Conduct Supplier Business Reviews to align on forecast volumes and address potential challenges.Negotiate with suppliers on pricing, delivery schedules, lead times, payment terms, and minimum order quantities; ensure contracts are closed effectively.Promote value engineering and productivity improvements to reduce costs and lead times.Develop alternate sourcing strategies to ensure business continuity.Align supplier production capacity with the company’s projected requirements.Gather and assess market intelligence that may affect pricing, material availability, or quality.Initiate supplier audits or site visits in collaboration with the Quality Control (QC) team.Conduct benchmarking of pricing and lead times among suppliers and affiliates.C. Contract Management DutiesReview historical usage data and forecasted one-year requirements for contract consideration.Share forecasts with suppliers, accompanied by the disclaimer: “Forecast is not a guarantee of future business.”Secure and evaluate supplier proposals or quotations.Lead negotiations on pricing, terms, payment conditions, and contract effectiveness.Finalize and sign contracts along with the supplier’s authorized representatives.Use finalized contracts as the basis for issuing POs.
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