Purchasing and Inventory Management Officer

PURCHASING AND INVENTORY MANAGEMENT OFFICER
SALARY: 25,000 - 40,000
JOB INFORMATION AND KEY RESULT AREAS
The Purchasing Supervisor is primarily tasked to provide efficient administrative support related to purchases and acquisitions of the company. The position calls for ensuring that all requirement regarding purchases and acquisitions are effectively sustained, implementing consistently the policies within the bounds of mission, vision and core values of the company and identifying the critical requirements needed by the department to achieve its performance, KRAs and KPIs.

Key job result areas include on-time service of requested items, compliance on specifications of requests, timely submission of required reports, cost-effective purchasing of supplies and materials, accurate, complete and correct inventory of company resources, compliance to set standards, adherence to department budget, effective management of resources and staff development.

DUTIES, RESPONSIBILITIES AND ACCOUNTABILITIES
Assists in the development of annual plans and programs which include but not limited to:
Improvements on purchasing procedure;
Improvements on Inventory procedure;
Scheduling of purchase and delivery of regularly-purchased items;
Staff development program;
Efficient use of budget allocation
Oversees and/or performs the following functions:
Receives purchase requisitions from various departments;
Canvassing or sourcing out at least three (3) suppliers for comparability of prices offered;
Follows up quotations of selected suppliers;
Selects supplier with best offer, considering the following factors: terms and conditions of payment quality of items efficiency of delivery
capacity to provide the requirement cost
Prepares Purchase order to formalize the procurement;
Receives ordered items;
Issues items to requesting department;
Posts transactions of purchases in the system;
Keeps forms/ records of transactions.
Conducts actual purchase of items if necessary;
Performs business-related communications on the following matters:
requests for purchase
item specification/details
endorsement of purchased items
other matters related to purchasing
Work harmoniously with internal and external clients and suppliers.
Oversees and/or conducts physical count of stored company properties;
Reconciles physical count with system-generated inventory count;
Generates monthly inventory report;
Receives Contractor proposal/quotation on advertising asset construction:
Schedules bidding session with requesting department and contractor;
Checks required documents;
Process necessary documents to proceed on the project and payments.
Process new supplier accreditation;
Prepares accounts payable vouchers with corresponding accounting entries;
Performs count on accountability items of employees;
Recommends for approval personnel forms and submits on time;
Attends to internal meetings;
Represents the company on internal and external affairs;
Applies established systems, policies and procedures related to department operations;
Monitors compliance of systems, policies and procedures
Maintains records of inventory and accredited suppliers;
Evaluates staff performance aligned with individual commitments and/or KRA/KPI;
Conducts performance coaching and feedback.
Monitors the progress of the agreed performance improvement areas.
Evaluates the performance of subordinates;
Recommends for approval personnel action and executes decision as may be assigned.
Performs relevant tasks as may be assigned by the Management.
Takes accountability on the following matters:
Issued materials and equipment
System level of access and password confidentiality;
Accurate account of stored and issued materials, fixed assets and advertising inventory;
Confidential files, records, vehicle files and insurance records
Accredited supplier records
Subordinate performance and records

COMPETENCY REQUIREMENT
KNOWLEDGE:
aptitude for working with numbers – basic arithmetic and statistical concepts;
with updated understanding of current procurement procedure;
knowledge on quality and technological standards
Knowledge of administrative and clerical procedures and systems such as system processing, managing files and records, and other office procedures.
Principles on people management.

SKILLS:
Negotiation skills – effectively utilizes information to obtain desired cost of items for purchase;
Organizational skills- relates effectively with the management, all levels with personnel in departments, external business relationships, customers and government entities.
people skills- inter-personal-ability to work with both internal personnel and external contacts;
computer proficiency- can operate Microsoft Office-Excel, Word and Powerpoint and in-house technology adapting to required complexity;
excellent communication skills
managing – manage resources and people.
Analytical skills – the ability to analyze relationships of numbers and information

BEHAVIORAL STANDARDS: The employee shall exemplify and embody the core values of the company:
Live - Engages in wellness activities
Learn - Uses learning approaches like coaching or mentoring to develop his/her team; and Remains composed amid stressful situations.
Love - Demonstrates care when relating with staff. Treats people from all background with professionalism (i.e., do not shout or swear, pleasant to talk to, etc…)
EDUCATION
College graduate preferably in the field of Business Administration, Industrial Engineering or Financial Management.
5. EXPERIENCE:
At least three (3) years experience directly related to Procurement and Inventory Management.