SCM Associate

Overview

The SCM Associate oversees procurement activities, ensuring the timely renewal of service contracts and effective coordination with end-users for purchase planning. This role involves reviewing and processing purchase requests, preparing requests for quotations, negotiating with service providers, and managing contract drafting and approvals. The tasks include monitoring service delivery, addressing issues between stakeholders and suppliers, and facilitating timely payments by liaising with finance and accounting teams.

Additionally, they expand and maintain a pool of qualified service providers, manage procurement documentation, and ensure compliance with purchasing policies. The position also focuses on consolidating services for cost efficiency and contributing to strategic procurement planning.

KEY FUNCTIONS/DUTIES AND RESPONSIBILITIES:

1. Purchasing Plan

• Coordinate with end-users regarding contract expiration, identify service contracts for renewal, and request for repair & maintenance and supply & installation.
• Participate in conceptual discussions with end-users to determine feasibility of requirements and provide suggestions or alternatives.
• Follow up with end-users if expected purchase requests based on the Purchase Plan are not yet submitted.
• Update the purchase plan when there are movements or revisions.
• Ensure end-users are aware of PR to Contract requirements, process, and SLA.

1. PR to Contract & PO Processing

• Review Purchase Requests (PR) to ensure descriptions and specifications of the service are accurate and complete within the prescribed time period based on SLA; examine and prioritize urgent PRs to serve immediate end-user needs.
• Evaluate PRs and provide alternatives to end-users to deliver the best value and quality services for the business unit.
• Prepare Request for Quotation and/or Invitation to Bid documents and send to accredited service providers capable of delivering the required services.
• Prepare technical tabulation for review and approval by end-users.
• Coordinate with service providers for clarifications or corrections on technical or commercial offers.
• Prepare and summarize commercial tabulation to evaluate proposals.
• Coordinate and secure approval from end-users for all related information of their requests.
• Negotiate with service providers on cost, warranties, payment terms, and terms of reference with proper technical and commercial evaluation to achieve cost savings for the business units.
• Maintain constant communication with end-users and service providers to ensure efficient transactions in accordance with the SLA and Purchase Plan Schedule.
• Provide resolutions to issues and urgent matters related to PRs and awards before escalating to the team head.
• Assist the team head in resolving issues and concerns of stakeholders related to service contracts and other SCM-related concerns.
• Liaise between end-users and service providers for mobilization of requested services, queries, complaints, and other requirements.
• Draft, review, and route service contracts to internal signatories within prescribed SLAs.
• Coordinate and ensure sign-off, notarization, and submission of service contracts with providers.
• Coordinate with Legal department for review and consultation of legal concerns related to contracts and end-users.

1. Service Delivery Monitoring

• Endorse awarded contract and service provider details to end-users.
• Coordinate between contractors and service providers for acquired services.
• Set agreed timelines for services.
• Assist in resolving end-user and service provider issues and urgent matters.
• Assess the capacity of service providers to deliver items prior to awarding.
• Resolve issues in the execution or delivery of services in line with contract terms.

1. Payment Monitoring

• Ensure on-time payment of service providers by coordinating with end-users and requesting statements of account (SOA).
• Validate clarifications on services and payment terms prior to payment to ensure proper flow of funds.
• Assist in collecting required documents for on-time payment processing.
• Liaise between end-users, finance and accounting, and service providers for payments, queries, and other requirements.

1. Service Provider Base

• Increase the pool of service providers for services with an inadequate pool per location.
• Source service providers (abroad or local) that balance high quality with affordability.
• Assist in securing accreditation applications and requirements from new service providers and endorse to the accreditation committee.

1. Administrative

• Ensure proper transmittal of service contracts and POs to stakeholders and other related documents.
• Coordinate meetings with stakeholders to discuss requirements, issues, and concerns.
• Maintain files and records (e.g., RFPs, Contracts, POs, Service Provider Files) to ensure documentation availability and compliance with policies and regulatory guidelines.
• Ensure purchasing processes are conducted legally and ethically.

1. Consolidation / Standardization

• Identify similar services for consolidation across different projects to accelerate processing and achieve lower rates.

1. Strategic Planning

• Understand the nature of the business or project.
• Plan and assess PR and contract processes strategically.

EDUCATION, TRAININGS, LICENSES REQUIRED:

• Bachelors Degree in Supply Chain Management, Logistics, Business Administration, or a related field.
• 1 to 3 years of experience in supply chain management, procurement, or related fields.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and procurement-related software or ERP systems.
• Fresh graduates are welcome to apply.