Procurement & Logistics Officer

Overview

The Procurement & Logistics Officer supports the Operation Smile Philippines’ Cebu Center of Excellence (COE) by ensuring that critically needed supplies and equipment are secured and shipped to the Center and medical programs headed by the COE in a timely and accurate manner. The Procurement & Logistics Officer also works to ensure that the COE storage area is efficiently organized. This position reports to the Cebu COE Operations Manager and has direct responsibility to align and report to the Operation Smile Philippines’ Logistics Manager for structure and Foundation policy.

• Procurement – Essential functions include processing purchases, supplier assessment, and ensuring value for money, timely delivery, compliance with request details, quality standards, and after-sales service.
• Documentation Preparation – Prepare purchase orders (POs) based on quotations; prepare internal delivery notes; gather documents required for payment processing (e.g., BIR 2303 forms, business permits, invoices, bank details, email addresses).
• Communication and Coordination – Notify requesting parties, suppliers, and colleagues about progress and potential issues.
• Receiving and Checking Items – Process payments, receive items from suppliers, and verify deliveries.
• Delivery Note Management – Manage external delivery notes and internal delivery receipts, obtaining signatures as needed.
• Invoice and Payment Validation – Validate payments with required supporting documents and forward to appropriate channels for payment processing and documentation.
• Monitoring and Updating – Maintain daily updates on all active/uncompleted requests.
• Adherence to Guidelines – Work under the oversight of the Operations Manager and Center Director to apply procurement guidelines throughout the process.

• Manage COE storage inventory, stock control, purchasing, supply chain, and allocation to optimize programmatic resources.
• Ensure COE storage is organized and that medicines, consumables, and equipment are stored under required conditions; plan to minimize wastage due to expiration or other factors.
• Build and maintain relationships with freight forwarders and government agencies for transport permits, partnerships, and reduced delivery expenses.
• Develop partnerships with suppliers for discounts and multi-year support of medical and non-medical supplies.
• Collaborate with outside vendors for repair and maintenance of equipment per Global Standards of Care and Medical Councils recommendations.
• Place cargo orders for medical programs and center activities in advance; track resource needs and allocations with the Operations team to ensure timely and accurate information.
• Work with the Cebu Center Management and OSP Logistics Manager in vendor selection.
• Create purchase orders and process invoices for payment to vendors and transport agencies.
• Lead COE storage audits as needed.
• Domestic or International travel is required (15% of the time).
• Additional duties as required.

• Bachelor’s degree or equivalent in Business, Supply Chain, or Logistics-related field.
• 3 years of supply chain and procurement experience in the Philippines’ healthcare industry (1 year of international logistics experience preferred).
• Prior experience with FDA (Food and Drug Administration) and BOC (Bureau of Customs) preferred.
• Ability to interpret operating and maintenance instructions and procedure manuals; ability to write routine reports and correspondence.

• Excellent oral, written, and interpersonal communication skills.
• Ability to work across cultures and diverse teams of employees and volunteers.
• Attention to detail and ability to motivate a team of logistics professionals.
• Proficiency with Microsoft Office and ability to operate computerized inventory systems.
• Desire and ability to learn and stay current on international regulations affecting shipping functions.

• Mid-Senior level

• Full-time

• Other, Information Technology, and Management
• Industries
• Non-profit Organizations

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