Procurement & Logistics Officer

The Procurement & Logistics Officer supports the Operation Smile Philippines’ Cebu Center of Excellence (COE) by ensuring that critically needed supplies and equipment are secured & shipped to the Center and medical programs headed by the COE in a timely and accurate manner. The Procurement & Logistics Officer also works to ensure that the Center storage area is efficiently organized. This position ensures that equipment, medical, and non-medical supplies are delivered to the COE in a timely and efficient manner as well as maintained with consistency. This position reports to the Cebu COE Operations Manager and has direct responsibility to align and report to the Operation Smile Philippines’ Logistics Manager for structure and Foundation policy. The position’s responsibilities include, but are not limited to, the following:

Essential Functions:

Procurement:

• Processing Purchases: Consults with and assesses suppliers based on criteria such as value for money, delivery deadlines, adherence to request details, quality standards, and after-sales service.
• Documentation Preparation:
  
  • Prepares necessary documents such as purchase orders (POs) which are based on received quotations; internal delivery notes to be signed by the supplier and the requestor / receiver of service or material and when needed, service contracts. 
  • Gathers the necessary documentation such as BIR 2303 Forms, Business Permits, Blank Sales Invoices, Bank Details and Email Addresses and other documents necessary for payment processing.
• Communication and Coordination: Informs the requesting person, supplier and other involved colleagues about the progress of the request and any potential problems.
• Receiving and Checking Items: Processes request for payments, checks, and receives items from the supplier.
• Delivery Note Management: Receives the external delivery note from the supplier or prepares the receipt form and internal delivery note, and asks the requesting party to sign the Internal Delivery Note.
• Invoice and Payment Validation:
  
  • Receives the sales and charge invoice, requests validation of payment approval by the Center Director, and attaches a copy of the Material and Service Request Form (MSRF),
  • Purchase order, Delivery note, and Sales Invoice for transmission to the proper channels for payment processing and documentation.
• Monitoring and Updating: Ensures daily updating of the monitoring of all active/uncompleted requests.
• Adherence to Guidelines: Works under the oversight of the Operations Manager and the Center Director, who ensures the procurement guidelines are properly applied throughout the process.

Logistics:

• Manage COE storage inventory, stock control, purchasing, supply chain, and allocation for optimizing programmatic resources.
• Ensure that the COE storage is properly organized, and all medicines, consumables and equipment are stored under required conditions (of temperature and humidity) and strategically plan to limit wastage of supplies (expiration or otherwise).
• Build and maintain relationships with freight forwarders and government agencies for transport permits, partnerships, and reduced delivery expenses.
• Build strategic plans to advance partnerships with suppliers for discounts and multi-year support of medical and non-medical supplies.
• Collaborate with outside vendors as necessary in ensuring the repair and maintenance of equipment in accordance with our Global Standards of Care and the recommendations of the Medical Councils
• Place cargo orders for medical programs and center activity in advance; track resource needs and allocations from the Operations team to ensure all have timely and accurate information.
• Work closely with the Cebu Center Management and OSP Logistics Manager in vendor selection
• Create purchase orders and process invoices for payment for vendors and transport agencies
• Participate in COE storage audit as key lead each year.
• Domestic or International travel is required (15% of the time)
• Additional duties as required

• Bachelor’s degree or equivalent in Business, Supply Chain, or Logistics-related study
• 3 years of supply chain and procurement experience in the Philippines’ healthcare industry (and 1 year of international logistics experience is preferred)
• Prior experience with FDA (Food and Drug Administration) and BOC (Bureau of Customs) preferred
• Ability to interpret documents such as operating and maintenance instructions, and procedure manuals
• Ability to write routine reports and correspondence

Competencies:

• Excellent oral, written, and interpersonal communication skills.
• Ability to work across different cultures and across diverse teams of employees and volunteers.
• Attention to detail and ability to motivate a team of logistic professionals.
• Proficiency with Microsoft office and ability to successfully operate computerized inventory system.
• Desire and ability to learn and stay current on international regulations that could potentially impact OSP’s shipping function.