purchasing assistant

Job Summary / Job Description

The Purchaser (Defence) is responsible for sourcing, acquiring, and managing procurement of goods, equipment, and services specific to defence needs. This includes ensuring compliance with government regulations, quality and technical specifications, security requirements, cost efficiency, and timely delivery to support defence operations or projects.

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Key Responsibilities

Procurement Planning & Specification

· Review purchase requisitions, ensuring technical and regulatory specs are accurate and complete.

· Liaise with internal departments, vendors, and clients to understand Defence and General procurement needs industry's requirements

Supplier Sourcing & Management

· Identify, evaluate, and qualify suppliers, including firms that meet defence/security compliance.

· Maintain supplier database and monitor performance (quality, delivery, cost).

· Negotiate favourable terms, contracts, warranties, etc.

Quotation Process & Tendering

· Prepare and issue Requests for Quote / Tender documents.

· Analyze bids / quotations for technical compliance, cost, delivery, and risk.

· Recommend suppliers by considering best value and the full cost from acquisition to disposal.

Purchase Order & Contract Management

· Raise, issue, and manage purchase orders/contracts according to approved processes.

· Ensure contracts include necessary clauses for defence: confidentiality, compliance, security of supply.

· Monitor order status, follow up with suppliers for timely delivery.

Compliance & Regulatory Requirements

· Ensure procurement activities adhere to national / Philippine defence procurement laws, export/import controls, safety & security regulations, ethical sourcing.

· Work with legal / compliance teams when necessary

Cost Control & Budget Management

· Monitor and manage spending vs. budget.

· Identify cost saving opportunities without compromising required standards or reliability.

· Prepare cost analysis, supplier evaluations, and other reports for management.

Quality & Risk Management

· Ensure delivered items meet required technical and quality standards.

· Manage non conformance, discrepancies, inspection reports.

· take early and active steps to prevent or reduce problems that could affect the timely and secure delivery of needed materials, parts, or services.

1. Logistics & Inventory Coordination

· Coordinate with logistics / warehousing

· Monitor inventory levels

· Manage lead times to avoid stock outs for mission critical items.

Stakeholder Coordination and Reporting

· Liaise with internal teams align procurement with operational schedules.

· Provide regular reporting on procurement KPIs: cost savings, on time delivery, supplier performance, risk status.

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Required Qualifications & Skills

• Education: Bachelor's degree in Engineering, Business Administration, Supply Chain Management, Logistics, or related field.

• Experience: Typically 3 5+ years procurement experience; experience specifically in defence, military, or industries with high regulatory / security requirements is a plus.

• Strong negotiation and communication skills.

• Technical knowledge relating to defence equipment or materials preferred (understanding specifications, certifications, standards).

• Analytical skills, attention to detail, ability to evaluate technical documentation.

• Understanding of legal / regulatory compliance in procurement (e.g. export controls, government procurement law) is a plus

• Ability to work under pressure, manage multiple suppliers / projects.

• High integrity, confidentiality, ability to handle sensitive / classified information.

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Desired Additional Competencies

• Security clearance or ability to obtain one.

• Knowledge of local Philippines procurement regulations for defence (e.g. government procurement law) and import/export licensing.

• Ability to travel for supplier visits, site inspections, or regulatory visits.

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Working Conditions

• Mainly office based, but may involve site visits, supplier inspections, travel.

• May involve handling sensitive or classified materials.

• May require working extended hours to meet urgent operational procurement deadlines.