PROCUREMENT EXECUTIVE

Responsibilities

1/. Weekly orders

• Coordinate with IT departments to finalize specifications of weekly purchase request
• Weekly place PO for spare parts & device base on purchase request from IT department and signed frame contracts
• Weekly conduct bidding for purchasing of spare parts, devices, maintenance service, components which not included in signed contract and according to purchase request from IT department
• Deal with vendors for quotation/proposal to ensure the most balance between cost, service, quality, availability and reliability for each procurement transaction
• Be responsible for contract execution, from its preparation & signoff to payment release

2/. Vendor management

• Control and manage the vendor to make sure the goods delivery meets the project schedule/ expected delivery time from requestors
• Proactively conduct performance review on key vendors to improve/enhance vendor performance if possible

3/. Payment monitor

• For payment of weekly orders:
  • Responsible for payment release to supplier for assigned procurement activities, including collecting/ 3 ways checking of contract, delivery note and invoices
  • Prepare payment request and send to Line manager for review
  • Update the status of payment release to “PURCHASE REQUISITION” file
• Be responsible for all payment tracking between procurement department with FIN team, including: 
  • Submit the Payment request to related approver for approval
  • Update and follow up the payment tracking report on Google Drive
  • Inform other Procurement executives if there is any pending on payment process

4/. Reporting

• Update the status of IT purchase request in weekly meeting
• Prepare monthly reports for IT categories on monthly basics and/or when required
• Prepare report on delivery schedule to ensure all items purchase are on tracking
• Prepare and monitor the status of frame contract and alert to Line manager of inventory level at Supplier site
• Update immediately all purchase request status right after each step completion on “PURCHASE REQUISITION” file
• Be responsible for internal/external reports if any

5/.  Administration works

• Handle all administration tasks for procurement department:
  • Document labelling & filling
  • Submission for approval (Purchase recommendation, contract & payment request)
• Support in project and system/software installation when needed
• Back-up for other member and other tasks as assigned by Line manager.