Non-Trade Procurement Executive

Job Description

I - Handling Administrative Tasks for BAU and Ad-hoc Requests

· Organize and clarify information received from various departments.

· Send RFQs (Request for Quotation) to three suppliers, provide guidance to ensure accurate and complete quotations, and follow up to meet deadlines.

· Prepare comparison tables by structuring and presenting data in a standardized format.

· Review and edit contract wording and formatting; coordinate between suppliers and the legal team to ensure goods/services details are consistent with requirements.

· Handle document approval, printing, record-keeping, and courier dispatch between suppliers and internal teams.

· Collect payment documents, including contracts, invoices, and delivery notes, and verify their accuracy.

· Co-receive goods with the request owner.

· Resolve conflicts related to damaged goods/services and address stakeholder concerns at a low level.

II - Expense Tracking and Management

· Perform monthly cost reconciliation to identify incorrect exchange rate charges, ensuring accurate data for year-end negotiations (e.g., Office 365, cloud services, or other subscription-based software).

· Monitor monthly expenses to prevent unnecessary charges.

· Track purchasing history to avoid duplicate requests.

· Monitor service contract renewal deadlines to negotiate early, securing better deals and avoiding last-minute renewals.

Job Requirement

1.      Education background requirements:

-        Bachelor at relevant experience.

2.      Experience/Industry requirements:

-        Adhering to a high level of integrity is a must.

-        Good in negotiations and communication. Fluent in English and Vietnamese is a must.

-        Proven working experience as a procurement manager in multinational companies, manufacturing environments, or packaging industries is a plus.

-        Expertise in supplier management and procurement with good knowledge of ERP systems is preferable.

-        Good interpersonal skills.

-        Aptitude in decision-making and working with numbers.

-        Negotiation and contract management.

3.      Competency requirements:

-        Analysis & Problem Solving: Identifies and analyses a range of problems by isolating key issues, evaluating relevant data and reaching logical conclusions.

-        Client Centric: Building strong customer relationships and delivering customer-centric solutions.

-        Communication: Communicates confidently and professionally, respecting the audience, engendering confidence and trust from external stakeholders and from individuals, teams, departments and the company.

-        Accountability & Ownership: Plans and balances a range of tasks, assignments, projects and resources. Is able to cope with conflicting demands without undue disruption in order to get things done.

-        Stakeholder management: Identifying, engaging, and satisfying the needs and expectations of various stakeholders involved in a project or organization.

-        Teamwork and Collaboration:

·       Building partnerships and working collaboratively with others to meet shared objectives.

·       Building strong-identity teams that apply their diverse skills and perspectives to achieve common goals.