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Job Purpose
- Coordinate people, processes, and documentation to ensure efficient
purchasing activities that meet the company's quality standards and operational requirements. Focus on maximizing value rather than simply minimizing costs.
- Build and maintain strong, long-term relationships with suppliers to ensure the company obtains the best value from goods and services.
Job Responsibilities
- Identify the company's purchasing needs for goods and services.
- Receive, review, and process Purchase Requisitions (PRs) from all departments, ensuring they are approved by authorized personnel. Clarify unclear requirements and recommend suitable alternatives when necessary.
- Identify, evaluate, and select suitable suppliers. Request and compare quotations (RFQs), verify product specifications, explore alternative products, negotiate prices and terms, and obtain approval from authorized personnel.
- Follow the company's procurement policies and procedures. Prepare Purchase Orders (POs) using the VMEMS purchasing system and send them to suppliers.
- Monitor and follow up on purchase orders to ensure timely delivery and confirm that goods and services meet the specifications and quality requirements stated in the POs.
- Verify that received goods and services match the purchase orders by checking relevant documents, including POs, invoices, and delivery notes, to prevent unauthorized or inaccurate payments.
- Follow up on supplier invoices, outstanding payments, and related documentation in coordination with relevant departments to ensure timely payment and maintain good supplier relationships.
- Evaluate supplier performance in accordance with the company's procurement policies and standards.
- Coordinate with suppliers to resolve delivery discrepancies, defective goods, and other purchasing-related issues.
- Monitor price increases and market changes, negotiate favorable terms, and recommend alternative solutions when necessary.
- Keep up to date with supplier market trends, promotional activities, discounts, and price changes to identify cost-saving opportunities and recommend appropriate purchasing strategies.
- Coordinate with relevant departments to ensure smooth procurement processes and efficient business operations.
- Maintain accurate and up-to-date procurement records, including supplier information, product pricing, contracts, contract appendices, certificates, and other related documents.
- Protect the company's interests by preventing unfair or unethical trading practices and ensuring fairness and transparency in supplier selection and procurement activities.
- Maintain a zero-tolerance approach to bribery and conflicts of interest in all procurement activities.
- Perform other duties as assigned by the direct supervisor or Board of Management (BOM), including tasks related to maintaining the company's quality management system.
Authorities
- Temporarily reject or suspend purchase requests and purchase orders that do not comply with company policies and procedures, and seek guidance from the Board of Management (BOM).
- Search for, assess, and recommend new suppliers to the manager for approval.
- Recommend replacing suppliers whose performance is unsatisfactory or who fail to comply with company policies and standards.
- Propose improvements to enhance work quality, procurement efficiency, and the effectiveness of the company's systems and processes.