Purchasing Admin Executive

This role is responsible for executing and supporting direct procurement activities to ensure the timely and cost-effective of RMs purchases for production in alignment with legal and ADM policies.
1. Purchase Order Management
• Prepare and manage the order confirmation, contracts/PO in physical and through application in compliance with ADM policies & procedures.
• Align with buyers to ensure the compliance with ADM contract terms and mitigating risks
• Track and manage purchase orders: ETD/ETS/ETA of shipments/deliveries, shipping/delivery documents, customs clearance process, FX hedging and payment process.
• Insurance declaration on I-cargo system, if required
• Monitor discounts/penalties on quality, delays, or invoice/price discrepancies.
• Co-ordinate with Buyers/Logistic on monitoring stock levels to avoid stockouts, if any.
• Maintain accurate records of purchases
• Custody of original documents and scanned copies according to legal & ADM regulations
2. Cost control
• Ensure RMs specifications on contracts in complied with ADM standard specifications and National standards. Any discrepancies should be alerted to higher levels and Regulatory Team.
• Track and manage domestic handling costs, invoices related to purchases on-time and in line with service providing agreements (customs clearance fee, inspection fees, transportation costs, ....)
• Manage and mitigate risks on delay of shipping docs, specialized inspection process, customs clearance process, quality conformity process,...
• Ensure customs import process in compliance with ADM Standard Operating Procedures on RM import and general Customs regulations. Liaise with Trade Compliance for any issue or supporting.
3. Vendor Management
• Create and update information of vendors in according to ADM Vendor Maintenance Policy
• Custody of Vendors' certifications: Incorporate Certification (ĐKKD), Bank's confirmation, other quality management certifications (HACCP, GMP, ISO...)
• Custody of Vendors' confirmation on ADM's Supplier Expectation
4. Reporting & Analysis
• Prepare regular procurement reports (Ex : GIT, ...)
• Assist in audit and risk assessment processes
• Others as guidance
- Adhere to established standard operating procedures; ADM policies & local regulations
- Proactively identify issues with day-to-day processes and resolve and/or communicate the issues to management in a timely manner, as needed;
- Perform other duties and functions as assigned by line manager.