Procurement Staff/ Nhân Viên Thu Mua

Job Purpose

- Coordinate people, processes, and documentation to ensure efficient purchasing activities that meet the company's quality standards and operational requirements. Focus on maximizing value rather than simply minimizing costs.

- Build and maintain strong, long-term relationships with suppliers to ensure the company obtains the best value from goods and services.

Job Responsibilities

- Identify the company's purchasing needs for goods and services.

- Receive, review, and process Purchase Requisitions (PRs) from all departments, ensuring they are approved by authorized personnel. Clarify unclear requirements and recommend suitable alternatives when necessary.

- Identify, evaluate, and select suitable suppliers. Request and compare quotations (RFQs), verify product specifications, explore alternative products, negotiate prices and terms, and obtain approval from authorized personnel.

- Follow the company's procurement policies and procedures. Prepare Purchase Orders (POs) using the VMEMS purchasing system and send them to suppliers.

- Monitor and follow up on purchase orders to ensure timely delivery and confirm that goods and services meet the specifications and quality requirements stated in the POs.

- Verify that received goods and services match the purchase orders by checking relevant documents, including POs, invoices, and delivery notes, to prevent unauthorized or inaccurate payments.

- Follow up on supplier invoices, outstanding payments, and related documentation in coordination with relevant departments to ensure timely payment and maintain good supplier relationships.

- Evaluate supplier performance in accordance with the company's procurement policies and standards.

- Coordinate with suppliers to resolve delivery discrepancies, defective goods, and other purchasing-related issues.

- Monitor price increases and market changes, negotiate favorable terms, and recommend alternative solutions when necessary.

- Keep up to date with supplier market trends, promotional activities, discounts, and price changes to identify cost-saving opportunities and recommend appropriate purchasing strategies.

- Coordinate with relevant departments to ensure smooth procurement processes and efficient business operations.

- Maintain accurate and up-to-date procurement records, including supplier information, product pricing, contracts, contract appendices, certificates, and other related documents.

- Protect the company's interests by preventing unfair or unethical trading practices and ensuring fairness and transparency in supplier selection and procurement activities.

- Maintain a zero-tolerance approach to bribery and conflicts of interest in all procurement activities.

- Perform other duties as assigned by the direct supervisor or Board of Management (BOM), including tasks related to maintaining the company's quality management system.

Authorities

- Temporarily reject or suspend purchase requests and purchase orders that do not comply with company policies and procedures, and seek guidance from the Board of Management (BOM).

- Search for, assess, and recommend new suppliers to the manager for approval.

- Recommend replacing suppliers whose performance is unsatisfactory or who fail to comply with company policies and standards.

- Propose improvements to enhance work quality, procurement efficiency, and the effectiveness of the company's systems and processes.

- College or Bachelor's degree in Business Administration, Supply Chain Management, Logistics, Economics, or a related field.- At least 1–2 years of experience in procurement, purchasing, or a related position.- Knowledge of procurement procedures, including RFQs, purchase orders (PO), supplier evaluation, and invoice verification.- Good negotiation, communication, problem-solving, and coordination skills.- Ability to compare quotations, analyze costs, and evaluate suppliers based on quality, price, and delivery time.- Proficient in Microsoft Office, especially Excel. Experience with ERP or purchasing systems is an advantage.- Basic English communication skills for daily work and communication with suppliers.- Good organizational skills, attention to detail, and the ability to manage multiple tasks effectively.- Honest, responsible, proactive, and committed to ethical procurement practices.

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