Buyer/Systems Coordinator

DIVISION: BAC Secretariat / Procurement Unit
DEPARTMENT: Administrative Department
EMPLOYMENT GRADE: EG 10

JOB SUMMARY

The Buyer/Systems Coordinator serves as the primary focal person in the administration, operation, monitoring, and updating of procurement electronic systems, including the Philippine Government Electronic Procurement System (PhilGEPS) and other procurement-related digital platforms.

Provides technical, administrative, and operational support to the Bids and Awards Committee (BAC), BAC Secretariat, Technical Working Group (TWG), and End-User Units in the conduct of procurement activities in accordance with Republic Act No. 12009, its Implementing Rules and Regulations (IRR), Government Procurement Policy Board (GPPB) issuances, Commission on Audit (COA) rules, and other applicable laws, rules, and regulations.

Responsible for the preparation, consolidation, processing, monitoring, posting, filing, and safekeeping of procurement documents and reports, including comparative canvasses, abstracts of quotations, procurement monitoring reports, procurement correspondences, canvass documents, notices, procurement timelines, and other procurement-related documentation pertaining to Alternative Methods of Procurement and procurement activities other than Competitive Bidding or activities bidding in nature.

DUTIES AND RESPONSIBILITIES

1. Acts as the designated Buyer and Systems Coordinator of the Agency and serves as the focal person in the administration, operation, monitoring, updating, and maintenance of procurement-related electronic systems and databases, including the Philippine Government Electronic Procurement System (PhilGEPS) and Agency procurement platforms.
2. Examines, evaluates, and analyzes Purchase Requests (PRs), Purchase Requisitions, Terms of Reference (TOR), technical specifications, scope of work, and other procurement-related documents submitted by End-User Units to determine completeness, accuracy, compliance with procurement laws, availability of supporting documents, and consistency with approved procurement plans and budget allocations.
3. Coordinates with requesting departments, End-User Units, suppliers, contractors, consultants, and other stakeholders to clarify specifications, resolve deficiencies, complete documentary requirements, and ensure timely processing of procurement transactions.
4. Assists requesting departments in identifying procurement requirements and in the development, review, enhancement, and refinement of technical specifications, procurement terms, scope of work, delivery schedules, and other procurement parameters for goods, infrastructure projects, and consulting services, as may be applicable.
5. Conducts, facilitates, and processes procurement activities under Alternative Methods of Procurement, including Shopping, Small Value Procurement, Limited Source Bidding, Direct Contracting, Negotiated Procurement, and such other procurement modalities authorized under existing procurement laws, rules, and regulations, excluding procurement activities under Competitive Bidding and activities bidding in nature, as may be assigned by Management.
6. Prepares, consolidates, processes, and maintains procurement documents and reports relating to Alternative Methods of Procurement and procurement activities other than Competitive Bidding or activities bidding in nature, including Requests for Quotations (RFQs), comparative canvasses, abstracts of quotations, canvass reports, procurement correspondences, notices, procurement timelines, procurement monitoring reports, supplier communications, and other procurement documentation.
7. Facilitates and ensures timely electronic posting with PhilGEPS, Agency websites, and other authorized electronic procurement platforms of Requests for Quotations, supplemental/bid bulletins, notices, procurement results, awards, procurement-related announcements, and such other information and documents relating to Alternative Methods of Procurement and procurement activities other than Competitive Bidding or activities bidding in nature, as required under applicable procurement laws, rules, regulations, and Agency policies.
8. Provides technical, operational, and administrative support to the Bids and Awards Committee (BAC), BAC Secretariat, and Technical Working Group (TWG) in the conduct of procurement activities relating to Alternative Methods of Procurement and procurement activities other than Competitive Bidding or activities bidding in nature.
9. Monitors procurement timelines, posting schedules, document submissions, validity periods, delivery schedules, and other procurement activities to ensure compliance with the approved Annual Procurement Plan (APP), procurement regulations, and prescribed deadlines.
10. Provides technical, operational, and administrative support to the Bids and Awards Committee (BAC), BAC Secretariat, and Technical Working Group (TWG) in the conduct of procurement activities, conferences, meetings, negotiations, evaluations, and related procurement proceedings.
11. Assists in the preparation, consolidation, reproduction, routing, and distribution of procurement documents, BAC agenda materials, minutes of meetings, resolutions, procurement reports, notices, correspondences, and other official procurement records.
12. Coordinates and liaises with BAC Members, TWG Members, COA Representatives, Observers, End-User Units, suppliers, contractors, consultants, and other concerned parties regarding schedules, procurement activities, documentary submissions, clarifications, and procurement-related concerns.
13. Maintains, updates, organizes, archives, and safeguards procurement files, databases, records, monitoring logs, and electronic procurement documents to ensure systematic filing, confidentiality, accessibility, completeness, and audit readiness.
14. Assists in the preparation and submission of Procurement Monitoring Reports (PMRs), Annual Procurement Plans (APPs), Supplemental APPs, procurement status reports, and other procurement-related reports required by Management and oversight agencies.
15. Ensures compliance with Republic Act No. 12009, its Implementing Rules and Regulations (IRR), GPPB issuances, COA regulations, Agency procurement policies, records management policies, and other applicable laws, rules, and regulations governing public procurement.
16. Assists in addressing procurement-related audit observations, reportorial requirements, compliance issues, and documentary deficiencies as may be required by Management, COA, internal auditors, and other oversight bodies.
17. Maintains professionalism, confidentiality, integrity, accountability, and impartiality in the performance of procurement-related duties and responsibilities.
18. Conforms with and strictly observes Agency policies, office procedures, rules and regulations, workplace standards, and lawful directives of Management.
19. Ensures proper upkeep, maintenance, cleanliness, security, and responsible use of assigned workstations, office equipment, procurement files, and other Agency properties under his/her custody.
20. Performs such other procurement-related, technical, administrative, clerical, coordination, or support functions as may be assigned from time to time by the Head of Office, BAC, BAC Secretariat, or Management.

SKILLS/QUALIFICATIONS GUIDE

Education

• College Graduate preferably in Business Administration, Public Administration, Management, Accountancy, Commerce, Supply Chain Management, Information Technology, Engineering, Legal Management, Education, or other related fields.

Experience

• At least two (2) years of related experience in government procurement, BAC Secretariat operations, procurement administration, purchasing, procurement systems coordination, contract administration, or related administrative and technical functions; preferably with experience in government e-procurement application systems, electronic procurement posting, PhilGEPS operations, procurement documentation, procurement monitoring, and processing of Alternative Methods of Procurement.

Training

• Must have completed at least one forty (40) hours of relevant training related to government procurement, BAC Secretariat operations, procurement planning, procurement monitoring, contract administration, supply chain management, records management, public administration, or related fields, including attendance in PhilGEPS seminars, orientations, workshops, or certification programs relating to electronic procurement systems and procurement posting procedures
• Completion of Procurement Professionalization Program Levels 1 to 3 shall be an advantage.

Interested applicants may submit their application addressed to Atty. Nicolette Ann P. Cruz, General Manager thru Atty. Melan M. Espela, Director, Administrative Department to hrmdd@picc.gov.ph. Kindly include the position applied for in the subject line.