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Procurement Specialist

4 weeks ago

Makati City, National Capital Region, Philippines Penbrothers Full time

PEN25693

Job Description

A Procurement specialist who will support our growing day-to-day procurement activities including processing invoices, reconciling purchase orders, and collaborating with the finance department to ensure accurate financial records. The ideal candidate will have proficiency in the use of Netsuite in preparation for our potential transition to this system.

Responsibilities
  1. Manage the end-to-end procurement process, including sourcing, supplier selection, and processing purchase orders.
  2. Ensure timely and accurate processing of invoices in alignment with agreed payment terms.
  3. Use NetSuite and Xero to track procurement activities, process invoices, and reconcile purchase orders, receipts, and invoices with financial records.
  4. Collaborate with the finance department to reconcile invoices, track expenditures, and resolve any discrepancies between purchase orders, receipts, and invoices.
  5. Maintain relationships with suppliers, ensuring adherence to contract terms and addressing any invoicing or billing issues directly.
  6. Monitor and manage procurement budgets to ensure spending remains within approved limits.
  7. Assist in the development and updating of procurement policies and procedures to maintain alignment with company standards and financial controls.
  8. Provide regular reports on procurement activities and financial performance to senior management, highlighting areas for improvement.
  9. Stay informed about industry trends and supplier performance to ensure procurement processes follow best practices.
  10. Work closely with internal teams (e.g., Finance, Legal, Operations) to ensure smooth procurement and invoicing operations.
Education & Certifications

Bachelor's degree in Business Administration, Supply Chain Management, Finance, or related field.

Experience

3-5 years of experience in procurement, sourcing, or supply chain management, with hands-on experience in managing the procurement process from sourcing to invoicing.

Technical Skills
  1. Proficiency in using procurement and financial software, specifically NetSuite and Xero, to manage procurement activities, process invoices, and reconcile financial records.
  2. Excel skills for data analysis and reporting (e.g., pivot tables, VLOOKUP).
Knowledge & Competencies
  1. Strong understanding of procurement best practices, supplier relationship management, and contract negotiation.
  2. Solid knowledge of financial and budgeting principles to manage procurement budgets and ensure compliance.
  3. Ability to reconcile purchase orders, receipts, and invoices, and resolve discrepancies in collaboration with the finance team.
  4. Understanding of financial controls and ability to develop and update procurement policies and procedures.
Soft Skills
  1. Excellent communication and interpersonal skills to collaborate with internal teams (Finance, Legal, Operations) and maintain supplier relationships.
  2. Strong organizational and time management skills, with an ability to manage multiple tasks and deadlines effectively.
  3. Problem-solving and analytical skills, with attention to detail to ensure the accuracy of procurement and financial records.
Additional Attributes
  1. Ability to work independently and as part of a team.
  2. Strong reporting and presentation skills, with the ability to summarize complex data for senior management.
  3. Up-to-date knowledge of industry trends, supplier performance, and evolving best practices in procurement.
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