Warehouse and Purchasing Assistant

3 days ago

Quezon City, National Capital Region, Philippines Ateneo de Manila University Full time
Summary

Under the supervision of the Director and the Assistant Director, the Warehouse and Purchasing Assistant attends to the preparation of purchase orders and payment requests for equipment, and the receipt, storage and issuance of office and janitorial supplies stored at the Central Stores Warehouse of the University.

Main Duties And Responsibilities
  1. Central Stores Warehouse
    • Checks in-coming deliveries for accuracy in terms of quantity, quality and cost;
    • Counterchecks delivery receipts ensuring the order equals the delivery and acknowledges the receiving report;
    • Prepares Central Stores Invoice (CSI) from approved electronic and manual purchase requisitions via Microsoft Great Plains V11 inventory management process and draws supplies from stock in preparation for delivery;
    • Secures and organizes the warehouse;
    • Properly plans the allocation of space and location of supplies;
    • Adopts storekeeping methods in accordance with operating needs;
    • Establishes minimum and maximum stock levels;
    • Checks supplies on stock and determines supplies for replenishment;
    • Oversees periodic inventory count;
    • Adopts proper handling of inventory items.
  2. Procurement of Equipment (including non-capitalized equipment)
    • Purchase Order
      • Collects all approved Manual Purchase Requisitions evaluated for PO processing according to vendor;
      • Processes Electronic PR tagged for PO Draft through the Electronic Purchase Requisition System (EPRS);
      • Reviews all Purchase Requisitions that can be consolidated;
      • Checks validity of order, payment terms, delivery schedule, budget account charged and additional instructions;
      • Processes and prints all PO in queue and attaches all documents pertaining to each PO to complete the PO package;
      • Forwards all PO packages for approval to the Director, CPO;
      • Receives all PO packages approved by CPO Director and forwards all POs requiring the signature of the Vice President Finance and Treasurer to Purchasing Clerk for routing;
      • Provides suppliers a copy of the PO (original, or scan and email, or fax); and,
      • Hands over to the Purchasing Clerk for filing.
    • Receiving Report (RR) and Order for a CPS Package
    • Receives invoices from Purchasing Clerk and match with the corresponding Purchase Orders;
    • Generates Receiving Report (RR) for each invoice received and hands over to Purchasing Clerk for routing to end-users for signature approval;
    • Once approved RR is received, processes the Order for a Check (OC);
    • Reviews accuracy of the OC and the completeness of attachments which shall include the PO package;
    • Stamps the OC number and forwards to the Purchasing Officer, who will then review and endorse the PO package to the CPO Director for approval;
    • Upon approval of CPO Director, photocopies all pertinent copies for the CPO file; and,
    • Forwards OC package to Purchasing Clerk for submission to Central Accounting Office.
  3. Other Duties And Responsibilities
    • Manage mini bus trip bookings; and,
    • Prepare report for mini bus trip charges for proper charging.
  4. Performs all other duties as may be assigned by the immediate supervisor or authorized representative/s.
Minimum Qualifications

Knowledge, Skills and Abilities:

  • Warehouse operation
  • Inventory management process
  • Purchase order and requisition system
  • Communication Skills (oral and written)
  • Physically fit
Education And Experience Requirements
  • Graduate of Business Administration or Computer Science
  • Computer Literate
  • With professional driver's license

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