Purchasing OfficerCold Link Asia Logistics Corporation

COLD LINK ASIA LOGISTICS CORP.
 
Is currently looking for:
 
PURCHASING OFFICER
 
Department: Accounting Dept.
Reports to: Comptroller/AP Supervisor
 
Job Summary:
 
Reporting to the Comptroller, the incumbent is primarily responsible for the procurement of materials and supplies, management of selected imported parts and facilitate the engagement of outside services the Company requires.
 
FUNCTIONAL DUTIES AND RESPONSIBILITIES
Receives one (1) copy of accomplished pre-numbered Requestion slip from requestor (Inventory Clerk/Branch Coordinator). Ensures that RS is signed by Inventory Clerk/Branch Coordinator, approved by concerned Dept Manager/Fleet Manager or any Mancom member for normal or emergency purposes. Segregates which RS is urgent and normal.
Prepares one (1) copy of Canvass Form for approval by two (2) officers, namely Dept Head and CEO. Note: Exception Handling of voluminous request - encode items in Canvass Form in Excel format. Follow same procedure in seeking approval from the two (2) officers.
Canvass potential vendors based on specific requirements of the Company, by making comparisons and evaluate offers from suppliers. Negotiate contract terms of agreement and pricing.
Enters order details (e.g., vendors, quantities, prices) into SAP Purchasing module based on RS and approved Canvass Form. Forwards the RS and Canvas Form to Comptroller for approval of encoded transactions in SAP. Upon receipt from Purchasing Officer, Comptroller access SAP Purchasing module and reviews encoded items for PO printing. Purchasing Officer, prints the PO and forwards to approving officers. There are 2 types - Normal PO & Urgent PO. Coordinates with EVP for COD suppliers and those requiring downpayments. Forwards complete documents to AP Officer for check payment
processing.
For urgent PO, sends the RS to supplier (with one Mancom signatory) then PO to follow. For monitoring purposes, indicates in a separate Excel file all RS details. Enters order details (e.g., vendors, quantities, prices) into SAP Purchasing module based on RS and approved Canvass Form. Forwards the RS and Canvas Form to the Acctg Manager for approval of encoded transactions in SAP. Note: RS stays with supplier temporarily while request is being serviced (as only 1 copy).
Secure approvals for hardcopy of the PO, whether normal or urgent PO, from GM, CEO and/or EVP.
Coordinate with suppliers for the items ordered, shipped and received, returns and reconciliation of invoice (if any). After receipt of goods from Warehouseman, conducts 3-way matching (P.O. versus Invoice and Delivery Receipt). Monitors orders and ensure timely delivery. Oversees quality of purchased products.
Consolidates all documents for AP processing - PO, Service/Sales Invoice, Delivery Receipt and GRPO .
Prepares and submits weekly Purchasing Report - Aging of RS from receipt to PO, to the Comptroller for review
Conducts every quarter, cost analyses of selected purchases - consumables and the like.
Handles supplier accreditation - reviews business registration, financial capacity, etc. Files submitted documents accordingly.
Manages item master data in SAP and updates.
Creates and maintain good working relationships with vendors and suppliers.
Acts as a responsible representative of the Company to its Clients and Customers.
Ensures that the duties and responsibilities as Purchasing Officer are met.
Performs other duties and responsibilities inherent in the position as Purchasing Officer and all other tasks which may be assigned from time to time by his/her immediate superior.
QUALIFICATION SPECIFICATIONS
Demographics: Male or Female
Education: College graduate of any business course
Experience: At least 1yr of relevant experience.
Skills and Behavioral Traits:
Must have integrity, honest and trustworthy.
Good communication and negotiation skills.
Critical thinking and analytical skills.
Strong interpersonal relationship and a team player.
Customer service and quality oriented.
Must have a positive and professional attitude.