Procurement Lead

JOB SUMMARY:

The Supply Agreement – CAPEX & Non-Consumable Lead is responsible for managing the sourcing, bidding, negotiation, establishment, and implementation of Supply Agreements for recurring CAPEX and non-consumable requirements of the Filinvest entities currently supported by the Non-Construction Procurement Team. The role focuses on high-value and bulk procurement to secure competitive pricing, standardize specifications, improve purchasing efficiency, and ensure the availability of commonly required items.

The position analyzes historical procurement data, recurring purchase patterns, and Purchase Plans submitted by the Business Units to identify items suitable for consolidation under Supply Agreements. Based on the consolidated requirements, the role develops and maintains the Supply Agreement procurement calendar, conducts strategic sourcing and competitive bidding, evaluates supplier proposals, negotiates commercial terms, and facilitates the awarding and implementation of agreements.

The role also monitors Supply Agreement utilization, supplier performance, pricing competitiveness, contract validity, and renewal schedules. It coordinates closely with the Business Units, Procurement teams, and suppliers to ensure compliance with established agreements, achieve cost savings, reduce repetitive procurement activities, and continuously improve the procurement process.

KEY FUNCTIONS/DUTIES AND RESPONSIBILITIES

1. PURCHASE PLAN AND SUPPLY AGREEMENT PLANNING

• Analyze historical purchasing data, procurement spend, recurring requirements, pricing trends, and purchasing patterns of the Filinvest entities currently supported by the Non-Construction Procurement Team.
• Review and consolidate the annual Purchase Plans submitted by the Business Units to identify recurring CAPEX and non-consumable items suitable for Supply Agreements, bulk procurement, or group-wide bidding.
• Develop and maintain the annual Supply Agreement procurement calendar, including the target sourcing, bidding, awarding, implementation, and renewal schedules.
• Coordinate with Business Units to validate their projected quantities, technical specifications, delivery schedules, budget availability, and operational requirements.
• Participate in requirements-planning and conceptualization discussions with end-users to determine the feasibility of requirements and recommend appropriate alternatives.
• Identify opportunities to consolidate similar requirements across Filinvest entities to obtain volume discounts, standardize specifications, and improve procurement efficiency.
• Recommend items that may be decentralized or directly ordered by Business Units under an approved Supply Agreement.
• Ensure that end-users understand the requirements, processes, responsibilities, documentation, and applicable service-level agreements for Purchase Plan and Supply Agreement implementation.

2. SOURCING, BIDDING, AND SUPPLY AGREEMENT ESTABLISHMENT

• Develop appropriate sourcing and bidding strategies for high-value, bulk, recurring, and commonly purchased CAPEX and non-consumable items.
• Conduct market research and identify qualified local and international suppliers capable of supporting the requirements of the Filinvest entities.
• Prepare and issue Requests for Information, Requests for Quotation, Requests for Proposal, Invitations to Bid, and other related bid documents.
• Ensure that bidding documents clearly indicate the technical specifications, estimated quantities, delivery locations, contract period, commercial requirements, and other applicable terms.
• Facilitate pre-bid conferences, supplier presentations, technical discussions, product demonstrations, and bid clarification meetings between the Business Units and participating suppliers.
• Coordinate the preparation, review, and approval of technical evaluation criteria and technical bid tabulations.
• Review supplier submissions for completeness and coordinate clarifications or corrections relating to technical and commercial proposals.
• Prepare detailed commercial tabulations, total cost analyses, and comparative evaluations to support the selection of the most advantageous supplier.
• Negotiate pricing, volume discounts, warranties, payment terms, delivery lead times, service-level commitments, price validity, escalation provisions, and other commercial conditions.
• Secure the required Business Unit, management, and approving committee endorsements before the awarding and establishment of the Supply Agreement.
• Prepare the award recommendation and facilitate the creation, finalization, and implementation of the Supply Agreement, Purchase Order, or other applicable procurement instrument.
• Ensure that all sourcing and bidding activities comply with approved procurement policies, authorization limits, and service-level agreements.

3. SUPPLY AGREEMENT IMPLEMENTATION AND UTILIZATION

• Properly communicate and endorse newly awarded Supply Agreements to the participating Filinvest entities, Business Units, Procurement teams, and other concerned stakeholders.
• Provide end-users with the approved supplier information, agreed pricing, item specifications, contract period, ordering procedure, delivery lead time, and other applicable terms.
• Monitor the utilization of Supply Agreements, including the actual quantity and value purchased against the projected requirements and awarded contract quantities.
• Ensure that purchases covered by an existing Supply Agreement are placed with the approved supplier and within the agreed commercial terms.
• Identify low-utilization, over-utilization, or non-compliance with the established Supply Agreement and coordinate the necessary corrective actions with the concerned stakeholders.
• Evaluate requests for additional items, quantities, entities, or delivery locations and determine whether these may be accommodated under the existing agreement.
• Maintain an updated master list of active, expiring, renewed, and completed Supply Agreements.
• Initiate renewal, rebidding, extension, or discontinuation activities based on utilization, supplier performance, current market conditions, and updated Business Unit requirements.

4. DELIVERY AND SUPPLIER PERFORMANCE MONITORING

• Ensure that awarded Purchase Orders and Supply Agreement details are properly endorsed to the supplier and concerned end-users.
• Coordinate with suppliers and Business Units regarding delivery schedules, lead times, installation requirements, and other fulfillment arrangements.
• Monitor the supplier's compliance with agreed delivery timelines, quantities, specifications, warranties, and service levels.
• Assess the supplier's production, inventory, logistics, and delivery capacity prior to award, particularly for high-value and bulk requirements.
• Provide assistance in resolving delivery delays, product quality issues, incomplete deliveries, warranty concerns, and other implementation-related matters.
• Escalate significant supplier performance issues and recommend corrective actions, penalties, contract amendments, or replacement sourcing when necessary.
• Conduct periodic supplier performance reviews based on delivery, quality, responsiveness, pricing, after-sales support, and compliance with contractual obligations.
• Maintain supplier performance records to support future sourcing, renewal, and awarding decisions.

5. PAYMENT AND COMMERCIAL COMPLIANCE MONITORING

• Coordinate with end-users, suppliers, Finance, Accounting, and other concerned departments to support the timely processing of supplier payments.
• Ensure the timely submission and transmittal of invoices, delivery documents, acceptance documents, Statements of Account, and other payment requirements.
• Assist in resolving invoice discrepancies, pricing variances, incomplete documentation, delivery acceptance concerns, and other payment-related issues.
• Validate that supplier billings are consistent with the approved Supply Agreement, Purchase Order, delivered quantity, and agreed commercial terms.
• Monitor long-outstanding invoices and coordinate with the responsible stakeholders to facilitate resolution.
• Ensure that any price adjustments or additional charges are supported by the appropriate approval and contractual basis.

6. SUPPLIER BASE DEVELOPMENT AND MANAGEMENT

• Source and develop qualified local and international suppliers that can provide the required quality, competitive pricing, delivery capacity, and after-sales support.
• Maintain an adequate supplier base to promote competition and reduce dependency on a limited number of suppliers.
• Coordinate the submission and completion of vendor accreditation requirements and endorse qualified suppliers to the appropriate accreditation committee.
• Evaluate supplier capabilities, financial stability, market experience, technical competency, production capacity, and geographic coverage.
• Identify manufacturers, distributors, principals, and authorized partners that can support group-wide and high-volume requirements.
• Maintain updated supplier and market information for the assigned CAPEX and non-consumable categories.
• Recommend the suspension, replacement, development, or continued engagement of suppliers based on performance and business requirements.

7. CONSOLIDATION, STANDARDIZATION, AND CATEGORY MANAGEMENT

• Identify recurring and similar CAPEX and non-consumable requirements across the Filinvest entities for consolidation under a Supply Agreement or group-wide procurement.
• Analyze specifications, brands, models, usage, pricing, and service requirements to identify opportunities for standardization.
• Coordinate with technical owners and Business Units in developing standard specifications and approved product alternatives.
• Perform spend, demand, price, and market analyses for the assigned procurement categories.
• Establish benchmark prices and cost standards based on historical purchases, supplier proposals, industry trends, and market research.
• Recommend category strategies to improve pricing, quality, availability, supplier coverage, and procurement lead time.
• Identify opportunities for direct manufacturer engagement, volume commitments, scheduled ordering, or other strategic commercial arrangements.
• Monitor market developments and recommend updates to standard specifications, pricing, and sourcing strategies.

8. REPORTING, RECORDS, AND ADMINISTRATIVE RESPONSIBILITIES

• Maintain complete and organized records of Purchase Plans, sourcing activities, bid documents, technical and commercial evaluations, approvals, Supply Agreements, Purchase Orders, and supplier performance.
• Ensure the proper transmittal of Purchase Orders, contracts, Supply Agreements, and other related documents to the appropriate stakeholders.
• Coordinate meetings with Business Units, suppliers, management, and other stakeholders regarding requirements, project updates, issues, and corrective actions.
• Prepare regular management reports covering Supply Agreement status, bidding activities, contract utilization, cost savings, price trends, supplier performance, and procurement schedules.
• Maintain an updated monitoring file for all active and upcoming Supply Agreement activities.
• Prepare memoranda, procurement guidelines, standardization notices, supplier advisories, and other Supply Chain Management communications.
• Ensure the confidentiality, completeness, accuracy, and availability of procurement records.
• Ensure that all procurement activities are conducted legally, ethically, transparently, and in accordance with company policies and regulatory requirements.

9. STRATEGIC PLANNING AND PROCESS IMPROVEMENT

• Understand the business operations and procurement requirements of the Filinvest entities currently supported by the Non-Construction Procurement Team.
• Develop short-term and long-term sourcing strategies for recurring CAPEX and non-consumable requirements.
• Assess the effectiveness of the Purchase Plan, sourcing, bidding, Supply Agreement, Purchase Order, delivery, and payment processes.
• Identify process gaps, recurring issues, and opportunities to improve procurement turnaround time, cost efficiency, control, and stakeholder experience.
• Recommend and implement improvements in procurement templates, bidding procedures, monitoring tools, reporting, and Supply Agreement utilization.
• Support the digitalization, automation, and standardization of procurement processes.
• Develop initiatives aligned with the overall objectives and direction of the Procurement and Supply Chain Management Department.
• Track and report measurable benefits from Supply Agreements, including cost savings, cost avoidance, shorter procurement lead times, and reduced repetitive bidding activities.

10. ORGANIZATIONAL LEADERSHIP AND PERSONNEL MANAGEMENT

• Plan, organize, direct, monitor, and evaluate the purchasing activities and deliverables of the team.
• Assign sourcing, bidding, Supply Agreement, and procurement activities based on workload, complexity, urgency, and team capability.
• Ensure that projects, bidding activities, and Supply Agreement deliverables are completed within the approved schedule and service-level agreement.
• Establish clear team procedures, accountabilities, priorities, and performance expectations.
• Monitor workflow and reallocate resources when necessary to address urgent and high-value requirements.
• Provide guidance and assistance in resolving complex procurement, supplier, and stakeholder concerns.
• Review the work of team members to ensure accuracy, completeness, policy compliance, and quality of output.
• Coach and mentor team members and ensure the achievement of their Key Result Areas, Key Performance Indicators, and development plans.
• Provide regular and constructive performance feedback and identify appropriate training and development opportunities.
• Ensure that team members observe company and Human Resources policies in their daily activities.
• Encourage accountability, collaboration, continuous learning, and professional development within the team.
• Maintain current procurement, commercial, technical, and market knowledge and apply relevant developments to improve the team's purchasing activities.

TECHNICAL COMPETENCIES AND SKILLS:

1. Supply Agreement and Procurement Management
2. Strategic Sourcing and Vendor Management
3. Data Analysis and Planning
4. Negotiation and Cost Management
5. Contract, Risk, and Compliance Management
6. Stakeholder and Communication Skills
7. Team Management
8. Administrative and Process Improvement Skills

QUALIFICATIONS:

• Bachelor's Degree in Supply Chain Management, Logistics, Business Administration, or a related field.
• 3 to 5 years of experience in supply chain management, procurement, or related fields.
• 2 to 3 years of experience in a supervisory or leadership role within a supply chain.
• Must be proficient in Microsoft Office Suite (Word, Excel, Powerpoint)

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