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.

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.