Purchasing Assistant

GENERAL PURPOSE OF THE JOB:

The Purchasing Assistant is responsible for assisting the Purchasing and Logistics Department in efficiently sourcing and procuring materials, equipment, and services for PHC and its real estate development projects while ensuring compliance with regulations, maintaining accurate records, and fostering positive relationships with suppliers.

DUTIES AND RESPONSIBILITIES:

Purchasing and Procurement

• Issues purchase orders to suppliers, distributors, and manufacturers;
  
  Ensures that orders received are accurate;
• Assists the end-user in receiving goods to ensure that goods received are not damaged and are of the right quality goods are received by the requestor/end-user;
• Ensures the compliance of the suppliers and requesters throughout the purchasing process from requisition up to the delivery of the purchased goods;
• Works closely with relevant departments to ensure products purchased are in line with the needs of the company;
• Works with end users to compare deliveries with purchase orders to identify discrepancies;
• Prepares Changes in Purchase Orders Forms (CPO) as may be necessary e.g. Change of name, price, quantity, and specifications;
• Maintains current awareness of industry market trends;
• Conducts competitor analysis to identify the cheapest products with good quality;
• Keeps accurate records of purchases made;
• Ensures vendors are being accredited every 3 years or as soon as it expires;
• Checks and recommends the accreditation papers of new suppliers, and ensures that all awarded suppliers are accredited

Vendor Management

• Performs vendor research and selection to have a lot of suppliers;
  
  Maintains cordial working relationships with vendors and supervises vendor activities;
• Conducts ongoing market research to identify beneficial purchase agreements and potential vendors;
• Prepares Vendor Master Data Requisition form for a new supplier and forwards them to the Finance and Accounting Department;
• Assists the Purchasing Manager in sourcing and evaluating the capabilities of potential vendors, suppliers, and third-party service providers to provide goods and services to PHC; and
• Attends to the concerns of new and old suppliers, vendors, and third-party providers, regarding payment schedules, procurement requirements of stakeholders and requesting Departments, Agreed-upon Contracts, and Service Level Agreements (SLAs) to ensure compliance with terms.

Other Tasks

• Performs other tasks that may be assigned by the Procurement Manager depending on the exigencies of the organization.

JOB PROFILE

Educational Background

• Must have at least an educational attainment equivalent to a college/ bachelor's degree in Engineering (Civil, Electrical or Mechanical)

Professional Background

• Must have two (2) years of experience in the field of Purchasing and Procurement in the Property Management and Real Estate Industry.

Knowledge Requirements

• Good understanding of the principles of purchasing and procurement in the real estate and property management industry; and
• Good understanding of relevant laws and regulations pertaining to the procurement and purchasing of goods, supplies, and services in the real estate and property management industry.
• Must be attentive to details;
• Must have good analytical and critical thinking skills;
• Must have good procurement management skills;
• Must have good interpersonal and negotiation skills;
• Must have good oral and written communication skills; and
• Must have good organization and records management skills.

Ability Requirements

• Ability to work under pressure and in extended working hours (if necessary);
• Ability to manage deliverables and accomplish tasks in a timely manner;
• Ability to maintain good working relationships with vendors;
• Ability to work in a team; and
• Ability to do multi-tasks

𝐏𝐇𝐂 𝐢𝐬 𝐚 𝐂𝐨𝐦𝐩𝐚𝐧𝐲 𝐭𝐡𝐚𝐭 𝐯𝐚𝐥𝐮𝐞𝐬 𝐃𝐢𝐯𝐞𝐫𝐬𝐢𝐭𝐲, 𝐄𝐪𝐮𝐚𝐥𝐢𝐭𝐲, 𝐚𝐧𝐝 𝐈𝐧𝐜𝐥𝐮𝐬𝐢𝐨𝐧. 𝐖𝐞 𝐚𝐫𝐞 𝐜𝐨𝐦𝐦𝐢𝐭𝐭𝐞𝐝 𝐭𝐨 𝐛𝐮𝐢𝐥𝐝𝐢𝐧𝐠 𝐚 𝐭𝐞𝐚𝐦 𝐰𝐢𝐭𝐡 𝐝𝐢𝐯𝐞𝐫𝐬𝐞 𝐭𝐚𝐥𝐞𝐧𝐭𝐬 𝐚𝐧𝐝 𝐬𝐤𝐢𝐥𝐥𝐬 𝐫𝐞𝐠𝐚𝐫𝐝𝐥𝐞𝐬𝐬 𝐨𝐟 𝐛𝐚𝐜𝐤𝐠𝐫𝐨𝐮𝐧𝐝𝐬 𝐚𝐧𝐝 𝐜𝐫𝐞𝐚𝐭𝐢𝐧𝐠 𝐚𝐧 𝐞𝐧𝐯𝐢𝐫𝐨𝐧𝐦𝐞𝐧𝐭 𝐭𝐡𝐚𝐭 𝐫𝐞𝐬𝐩𝐞𝐜𝐭𝐬 𝐚𝐧𝐝 𝐬𝐮𝐩𝐩𝐨𝐫𝐭𝐬 𝐢𝐧𝐝𝐢𝐯𝐢𝐝𝐮𝐚𝐥 𝐝𝐢𝐟𝐟𝐞𝐫𝐞𝐧𝐜𝐞𝐬.