Purchasing Staff

Job description

Creates coversheet for allocation of cost center and finance control number:

• Independently create coversheets for cost center allocation and finance control numbers for all incoming projects and orders.
• Create and print coversheets to monitor all incoming projects.

Creates and translates to purchase order:

• Independently create and translate purchase orders for all items ordered by clients.
• Handle all documentation needed from purchase order creation up to the request for payment of items.

Prepares Batching, Procurement Plan and deliberations:

• Collaborate with the team to prepare procurement plans and participate in deliberations.

Canvasses procurement:

• Participate in the procurement process.

Coordinates to supplier and secure status of all items subject to purchasing:

• Coordinate with suppliers to secure the status of items subject to purchasing.

Safekeeps and Bookkeeps Documents for Each Project and Client:

· Maintain the safekeeping and bookkeeping of documents for each project and client: This entails meticulously organizing, cataloging, and storing all relevant documents related to each project and client. It involves ensuring that documents are securely stored in an organized manner to facilitate easy retrieval when needed.

Þ Safekeeping: The safekeeping aspect involves physically preserving hard copies of documents, protecting them from damage, loss, or unauthorized access. This includes using appropriate storage methods, such as filing cabinets, secure folders, or digital document management systems.

Þ Bookkeeping: The bookkeeping aspect involves maintaining a systematic record of all documents, tracking their creation, receipt, and any subsequent actions or changes. It includes recording important details such as document types, dates, and related parties.

Þ Document Integrity: Ensuring that documents remain intact and unaltered is paramount. Any changes or updates should be properly documented to maintain a comprehensive and accurate history of each document.

Þ Easy Retrieval: The goal is to establish an efficient filing system that allows for quick and reliable retrieval of documents when necessary. Proper labeling, categorization, and indexing are essential components of this process.

Þ Compliance: Adherence to relevant regulations and internal policies regarding document retention, security, and confidentiality is crucial. This includes knowing when and how to dispose of documents that are no longer needed.

Þ Collaboration: Collaborate with colleagues, including Alleens and other team members, to ensure that all parties have access to essential project and client documents as required for their respective duties.

Þ Quality Control: Regularly review the document storage and organization process to identify areas for improvement, address any discrepancies, and enhance overall efficiency.

This comprehensive approach to safekeeping and bookkeeping of documents ensures that all project and client-related materials are meticulously maintained, organized, and readily accessible when needed, contributing to a well-structured and compliant document management system.

Ensures the neat and orderly filing of all on-going documents:

• Be responsible for maintaining the neat and orderly filing of all documents. Missing documents and misplacements will not be tolerated.

Handles purchasing requests and other requests by sales (BCD & LGU accounts):

• Handle purchasing requests and support sales with BCD & LGU accounts.

Handles procurement of engineering projects communicated by Engineer Raymond Nasataya:

• Responsible for the procurement of engineering projects as communicated by Engineer Raymond.

Creates a database of suppliers and products of the Engineering procurement.

• Establish and maintain a comprehensive database of suppliers and products to streamline procurement processes and enhance supplier relationships.

Handles All Related Concerns for DOLE Projects

· Take responsibility for all related concerns and tasks associated with DOLE projects to ensure their successful execution.

· Prepare all reports pertaining to DOLE projects and submit them to the departmental supervisor for consolidation into the departmental report.

· Reports for DOLE projects will also be reported to the head of the department for their awareness and oversight.

Mastery of Process Flow:

• Master the intricacies of the procurement process flow, including all relevant policies, procedures, and regulations.

Continuous Improvement:

· Continuously seek opportunities for improvement in their work and workstations, identifying areas where efficiency, accuracy, and effectiveness can be enhanced.

· Actively participate in process improvement initiatives and contribute ideas for optimizing workflows and procedures to enhance overall departmental performance.

Reports:

·

Other Duties:

• Perform other duties as assigned from time to time.

Job Type: Full-time

Pay: Php14, Php15,000.00 per month

Benefits:

• Company Christmas gift
• Company events
• Health insurance
• Life insurance
• Opportunities for promotion
• Paid training
• Promotion to permanent employee

Work Location: In person