SCM Associate

The SCM Associate oversees procurement activities, ensuring the timely renewal of service contracts and effective coordination with end-users for purchase planning. This role involves reviewing and processing purchase requests, preparing request for quotations, negotiating with service providers, and managing contract drafting and approvals. The tasks involve monitoring service delivery, addresses issues between stakeholders and suppliers, and facilitates timely payments by liaising with finance and accounting teams.

Additionally, they expand and maintain a pool of qualified service providers, manage procurement documentation, and ensure compliance with purchasing policies. The position also focuses on consolidating services for cost efficiency and contributing to strategic procurement planning.

KEY FUNCTIONS/DUTIES AND RESPONSIBILITIES:

1. PURCHASE PLAN

2. Coordination with the end-users regarding the expiration of contracts, identify service contract for renewal, request for repair & maintenance and supply & installation.

3. Participation in the conceptualization discussion of the end-users to determine the feasibility of requirements and provide suggestions or alternatives.
4. Follow up the end-users if expected PRs based on the Purchase Plan are not yet submitted.
5. Responsible for the updating if there are movements and revisions on the purchase plan.

6. Ensures that end-users are aware of the PR to Contract requirements, process and SLA.

7. PR TO CONTRACT & PO PROCESSING

8. Review Purchase Request (PR) received and ensure that descriptions and specifications of the service being requested are accurate and complete within the prescribed time period based on SLA.
   
   Examine and prioritize urgent PRs through proper management of workload to serve immediate needs of the end-user.

9. Evaluates PRs and provides alternatives to end-users to provide the business unit with the best value and quality services
10. Prepare Request for Quotation and/or Invitation to Bid related documents and send to accredited service provider who are capable on providing the services required
11. Prepare technical tabulation to be reviewed and approved by the end-users
12. Coordinate with service provider for any clarification or correction on the technical offer or commercial offer
13. Prepare and summarize commercial tabulation to properly evaluate proposals of the service provider.
14. Coordinate and secure approval from the end-users for all related information of their requests
15. Negotiate with service providers the cost, warranties, payment terms and terms of reference of end user with proper technical and commercial evaluation, providing the business units cost savings.
16. Communicate through constant interaction with both end-users and service provider for efficient transactions and to be in accordance with the SLA and/or Purchase Plan Schedule
17. Provide resolutions to the issues and urgent matters related to PRs and awarding before escalating to the team head
18. Assist team head in resolving issues and concerns of stakeholders related to service contracts and other SCM related concerns
19. Liaise between end-users and service providers for the mobilization of the services being requested, queries, complaints, and other requirements.
20. Drafting, reviewing and route service contracts to internal signatory within the prescribed SLAs
21. Coordinate and ensures with service providers the sign-off, notarization and submission of service contracts

22. Coordinate with Legal department for the review and consultation of legal-related concerns of contracts and end-users

23. SERVICE DELIVERY MONITORING

24. Properly endorse the awarded contract and service providers details to End-Users

25. Ensure coordination between the contractors and service providers for the acquired services
26. Set the agreed timeline for the services
27. Provide assistance and aid in the resolution of end-user and service providers related issues and urgent matters
28. Awareness in the capacity of the service providers to deliver the items prior awarding

29. Able to resolve issues in the execution or delivery of the service provider in line with the terms of the service contracts

30. PAYMENT MONITORING

31. Ensure on-time payment of service providers by coordinating with End-Users and requesting Statement of Account (SOA) to the service providers.

32. Validate clarification on services and payment terms prior payment to ensure proper flow of money
33. Assist in the collection of required documents for on time payment processing

34. Liaise between end-users, finance and accounting department and service providers for the payment of services, queries, complaints, and other requirements

35. SERVICE PROVIDER BASE

36. To increase pool of service providers for type of services with inadequate pool of service providers per location

37. Sourcing of service providers (abroad or local) that can provide a balance of high quality and affordable services

38. Assist in securing accreditation application and requirements from new service provider and endorse the same to the accreditation committee

39. ADMINISTRATIVE

40. Ensure proper transmittal of service contracts and PO to stakeholders and any other related documents.

41. Coordinate meetings with stakeholders for discussion of requirements, issues and concerns.
42. Keeping files and records (e.g. Request for Proposal, Contracts, PO, Service Provider Files, etc.) for the purpose of ensuring the availability of documentation and compliance with established policies
    
    and regulatory guidelines

43. Ensure that purchasing processes are done legally and ethically

44. CONSOLIDATION / STANDARDIZATION

45. Identify similar services for consolidation from the different projects leading to faster processing and lower rates

46. STRATEGIC PLANNING

47. Understanding the nature of the business / project

48. Strategic Planning and Assessment of the PR Contract Process

EDUCATION, TRAININGS, LICENSES REQUIRED:

• Bachelors Degree in Supply Chain Management, Logistics, Business Administration, or a related field.
• 1 to 3 years of experience in supply chain management, procurement, or related fields.
• Must be proficient in Microsoft Office Suite (Word, Excel, Powerpoint) and procurement-related software or ERP systems.
• Fresh graduates are welcome to apply