Purchasing Executive
Position Summary Expectations - Duties, Responsibilities
Reporting Line: Purchasing Manager
- 1st Primary Function: Conduct the procurement process:
- Comply with safety rules/code of conducts TotalEnergies Group
- In charge of RFQ (Request for Quotations) process for amount <10KUSD
- Handle in issuance the month-end POs are under contract (i.e: Preventive Maintenance of Dispensers, Preventive Maintenance of Electrical Equipment, Outsource Supply, Pest Services, Stationary Supply, Fuel Transport, …)
- In charge of the administrative work:
- Update the issued PO in Purchasing Data in Working file. Make sure that the registered data is correct to obtain the accurate report.
- Update the contract list - make sure all contracts are properly updated (both soft copies and hard copies)
- Follow up the delivery status of all POs issued
- File orderly all monthly POs and ensure that all hard copies aren’t missed
- Follow up the suppliers for submitting the insurance certificate if it is mentioned in the contract.
- Other work required by Purchasing Manager
- In charge of disposal of Fixed Assets (work closely with concerned departments: engineering, accounting…)
- Work closely with internal team (Admin, Retail Business, IT, HSEQ, Engineering to develop the scope of work/specifications for repeat purchase to launch the call for tender to produce the yearly contract in order to reduce RFQ process.
- In charge of prepare the customs clearance documents sending by freight-forwarder
- Handle to prepare Vender Creation From (VCF) for new supplier
- Maximize the saving margin following the saving target
- Be sure that all policies related to the Purchasing are read, understood and carried out properly
- Manage the daily work by ranking the urgent work and sample work to avoid the delay of performance (RFQ, monthly PO…)
- Implement and maintain Purchasing Policy and Anti-corruption policy. Being sure that no concern relating to any corruption, bribery nor any action of fraud.
- 2nd Primary Function: To assist Purchasing Supervisor:
- Preparing the Anti-Corruption Due Diligence if the result of pre-risk analysis for new suppliers with order/contract value up to 20KUSD by following the pre-risk analysis process. This process has to be carried out during the tender along with Request of Information (RF) to obtain as much as possible the information/necessary documents provided by suppliers for such analysis.
- Assist the Purchasing Supervisor to explore new supplier/contractor and duet back-up
- Assist Purchasing Supervisor to conduct the presentation for purchasing awareness session for all requesters in yearly basis
- Accountabilities:
- For the regular, improved performance of the Company’s purchasing activities and for ensuring that all purchasing activities are carried out according to the purchasing policy/procedure and rules
- Directly reporting to Purchasing Manager
- Adhere to all rules and regulation required for safety and anti-corruption which is a must
- Education: Bachelor of Business Administration or related fields, with at least 1-2 years of experience is preferable
- Capable in usage of MS skill, internet, sourcing.
- Good in speaking/writing in English and Khmer
- High commitment and strong position in challenging/communication with people
- Self-study to enhance/expand general knowledge concerning the current carrier
