Supply Coordination Assistant

Department: Supply

Company: Total (Philippines) Corporation

Job Title: Supply Coordination Assistant

Reports To: Supply Coordination Supervisor

JOB DIMENSIONS

• Volume of Products Procured per Year:
• Fuels: 40 million liters
• Specialties & Lubricants: 600 KL
• Total Cost of Products Handled per Year: Approximately ₱2 Billion

PRIMARY PURPOSE OF THE ROLE

To assist in the planning, coordination, and execution of supply operations to ensure that Total (Philippines) Corporation maintains optimal product availability at the lowest possible cost while complying with company and government regulations.

KEY RESPONSIBILITIES

1. Supply Planning & Coordination

• Assist the Supply Team in preparing, monitoring, and tracking monthly supply requirements for each Business Unit.
• Coordinate with Business Units to update and track nominations, sales forecasts, and supply prices to meet volume and profit objectives.
• Liaise with suppliers and external stakeholders to ensure accurate processing of supply orders and billing.

2. Inventory Monitoring & Management

• Provide inventory outlooks and recommendations to ensure continuous product availability.
• Monitor and report on inventory volume and pricing status from all supply points (physical and system).
• Prevent invoicing delays and system stockouts by ensuring timely system stock updates.
• Manage supplier delivery schedules to maintain accurate inventory levels.

3. Supply & Cost Analysis

• Perform data analytics and generate insights to improve product inventory management and cost efficiency.
• Analyze supply and sales trends per Business Unit and recommend corrective actions.
• Support the Supply Team in minimizing additional procurement costs and avoiding excess inventory.

4. Documentation & Compliance

• Ensure proper documentation for nominations, import duties, VAT, supplier payments, and internal/external reports.
• Ensure compliance with HSES standards and government regulations (DOE, BIR) related to importation and reporting.

5. Systems & Reporting (SAP Context)

• Coordinate with suppliers and Business Units to ensure product availability at the right time, location, and price.
• Maintain accurate product pricing and inventory data within SAP.
• Prepare and submit accurate supply-related reports and dashboards to management.

ACCOUNTABILITIES

• Achieve departmental HSES objectives and maintain compliance with safety standards.
• Ensure timely and cost-effective fulfillment of product requirements for all sales groups.
• Minimize additional procurement and logistics costs.
• Provide accurate and timely supply data for management decision-making.
• Meet delivery targets to ensure uninterrupted product availability.
• Recommend and develop process improvements through data-driven analysis and dashboard creation.

QUALIFICATIONS / EXPERIENCE

• Education: Bachelor's degree (preferably in Business Administration, Supply Chain Management, or related field)
• Experience: At least 2 years in the oil industry, preferably in supply, trading, or importation
• Knowledge:
• Strong understanding of microeconomics, accounting, and pricing concepts
• Familiarity with petroleum products (fuels, lubricants, etc.)
• Soft Skills:
• Excellent communication and negotiation skills
• Strong analytical thinking and adaptability
• Attention to detail and organizational ability

TECHNICAL SKILLS

• SAP (Supply Chain / Inventory Modules): Proficient in material management, stock monitoring, and data entry functions
• Microsoft Office Suite:
• Excel: Advanced spreadsheet functions, data analysis, pivot tables, and dashboard creation
• Word & PowerPoint: Report writing and presentation preparation
• Data Analysis Tools: Basic use of statistical and analytical tools for reporting and forecasting
• Inventory Management Systems: Understanding of supply chain workflows and stock reconciliation processes
• Reporting & Documentation: Knowledge of government reporting systems (DOE, BIR compliance)
• HSES Compliance Systems: Awareness of health, safety, and environmental procedures related to supply operations

Job Type: Full-time

Pay: Php30, Php35,000.00 per month

Work Location: In person