Purchasing Assistant
Ateneo de Manila University
- Quezon City, PhilippinesKatipunan Loyola Heights, Quezon City, Metro Manila, PhilippinesQuezon CityMetro ManilaPhilippinesPhilippines
- Full timeFULL_TIME
Expired 5 years ago
2019-02-14T16:00:00+00:00Job closed.
Job Description
- Purchase Order
- Collect all approved Manual Purchase Requisitions evaluated for Purchase Order processing according to vendor;
- Process Electronic PR tagged for PO Draft through the Electronic Purchase Requisition System (EPRS);
- Review all Purchase Requisitions that can be consolidated;
- Check validity of order, payment terms, delivery schedule, budget account charged and additional instructions;
- Process and print all Purchase Orders in queue and attach all documents pertaining to each PO to complete the PO package;
- Forward all PO packages for approval to Director, CPO;
- Receive all PO packages approved by Director, CPO and forward all POs requiring the signature of the Vice President Finance and Treasurer to Purchasing Clerk for routing;
- Provide suppliers a copy of the PO (original, or scan and email, or fax); and,
- Hand over to the Purchasing Clerk for filing.
- Receiving Report (RR) and Order for a Check (OC) Package
- Receive invoices from Purchasing Clerk and match the same with the corresponding Purchase Orders;
- Generate Receiving Report (RR) for each of the invoices received and hand over to Purchasing Clerk for routing to the end-users for signature approval;
- Once approved RR is received, process the Order for a Check (OC);
- Review accuracy of the OC and the completeness of attachments which shall include the PO package;
- Stamp the OC number and forward to Purchasing Officer for final review and approval. Once approved, Purchasing Officer shall forward the PO package to the Director, CPO for approval;
- Upon approval of Director, CPO photocopy all pertinent copies for CPO file; and,
- Forward OC package to Purchasing Clerk for submission to Central Accounting Office.
- Assist the contracted Systems Administrator in maintaining the Purchasing Module of the Great Plains System (GP), the Electronic Purchase Requisition System, and all other systems that will be developed for the Central Purchasing Office.
- Process new users information;
- Update and maintain system information;
- Process system inquiries and handle minor trouble-shooting;
- Coordinate with Systems Administrator and/or Director, CPO on major system issues; and,
- Maintain record of issues and resolutions.
- Other duties and responsibilities
- Receive internal and external visitors (end-users and vendors) for quick consultation or referral to Purchasing Officer;
- Receive Request Forms for Mail Meter, Mini Bus Reservation, Document Disposal and Vendor Accreditation, and forward the same to concerned CPO staff;
- Monitor office supplies and office forms for department’s use;
- Act as CPO official time-keeper;
- Update and maintain Excel-based Purchase Order Summary shared folder;
- Drive office delivery van for emergency or scheduled pick up of purchases;
- Receive letters, parcels and packages for mailing;
- Determine cost of postage for outgoing letters and parcels for the handling of Messenger – In Campus;
- Act as Originator for EPRS for the department;
- Handle notarization of legal documents;
- Perform other tasks that may be assigned by his supervisor or the Director.
Minimum Qualifications
- Graduate of Supply Chain Management, Business Administration, Computer Science or Engineering preferred. Other 4-year courses acceptable.
- Experience in Purchasing office environment.
- Computer Skills
- Use of Microsoft office applications and worksheets
- Internet search
- Working knowledge of Great Plains, Crystal reports and Electronic Purchasing Requisition System
- System trouble shooting
- Communication Skills
- Oral
- Written
- Driving skills
Jobs Summary
- Job Level
- Entry Level / Junior, Apprentice
- Job Category
- Supply Chain
- Educational Requirement
- Bachelor's degree graduate
- Recruiter response to application
- Once in a while
- Office Address
- Katipunan Loyola Heights, Quezon City, Metro Manila, Philippines
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About Ateneo de Manila University
The Ateneo de Manila University (Ateneo) is one of the leading universities in the Philippines. More than 150 years in existence, the Ateneo has grown into a major Jesuit institution. Officially it became a university in 1959. It offers over 100 academic degree programmes.
Ateneo offers Basic Education (Grade School, Junior and Senior High School). In addition, the Loyola Schools (college) is made up of four schools (Social Sciences; Humanities; Science and Engineering; and Management) that offer graduate and undergraduate degrees, with a total enrolment of about 10,000 students per year. The Ateneo has 4 professional schools located in 3 campuses in Quezon City, Makati City and Pasig City (Business; Government; Law; and Medicine and Public Health), with about 4,000 professional postgraduate students.
It has an array of research centres, 11 of which are recognized as Centres of Excellence by the Philippine Commission on Higher Education. In addition to a European Studies Programme, it has a Centre for Asian Studies that fosters comparative research on East and Southeast Asia.
The Ateneo has 207 partnerships with universities around the world (82 in Europe, 87 in Asia, 11 in Australia and New Zealand, and 27 in North and South America) and is a member of the ASEAN Universities Network and 3 other international university networks. The Ateneo’s Rizal Library is the most advanced in the Philippines with over 307,000 titles in its collection and online access to most major academic journals.