Warehouse and Purchasing Assistant  

Summary of Work Activities and Responsibilities:

Under the supervision of the Director and the Assistant Director, the Warehouse and Purchasing Assistant attends to the preparation of purchase orders and payment requests for equipment, and the receipt, storage and issuance of office and janitorial supplies stored at the Central Stores Warehouse of the University.

Main Duties and Responsibilities:

I. Central Stores Warehouse

• Checks in-coming deliveries for accuracy in terms of quantity, quality and cost;
• Counterchecks delivery receipts ensuring order is equal to delivery. Acknowledge receiving report;
• Prepares Central Stores Invoice (CSI) from approved electronic and manual purchase requisitions via Microsoft Great Plains V11 inventory management process and draw supplies from stock in preparation for delivery;
• Secures and organizes the warehouse.
  • Properly plans the allocation of space and location of supplies;
  • Adopts storekeeping method in accordance with operating needs;
• Establishes minimum and maximum stock levels;
  • Checks supplies on stock and determine supplies for replenishment;
  • Oversees periodic inventory count;
  • Adopts proper handling of inventory items;

II. Procurement of Equipment (including non-capitalized equipment)

• Purchase Order
  • Collects all approved Manual Purchase Requisitions evaluated for Purchase Order (PO) processing according to vendor;
  • Processes Electronic PR tagged for PO Draft through the Electronic Purchase Requisition System (EPRS);
  • Reviews all Purchase Requisitions that can be consolidated;
  • Checks validity of order, payment terms, delivery schedule, budget account charged and additional instructions;
  • Processes and prints all PO in queue and attaches all documents pertaining to each PO to complete the PO package;
  • Forwards all PO packages for approval to Director, CPO;
  • Receives all PO packages approved by CPO Director and forwards all POs requiring the signature of the Vice President Finance and Treasurer to Purchasing Clerk for routing;
  • Provides suppliers a copy of the PO (original, or scan and email, or fax); and,
  • Hands over to the Purchasing Clerk for filing.
• Receiving Report (RR) and Order for a CPS Package
  • Receives invoices from Purchasing Clerk and match the same with the corresponding Purchase Orders;
  • Generates Receiving Report (RR) for each of the invoices received and hand over to Purchasing Clerk for routing to the end-users for signature approval;
  • Once approved RR is received, processes the Order for a Check (OC);
  • Reviews accuracy of the OC and the completeness of attachments which shall include the PO package;
  • Stamps the OC number and forwards to the Purchasing Officer, who will then review and endorse the PO package to the CPO Director for approval;
  • Upon approval of CPO Director, photocopies all pertinent copies for CPO file; and,
  • Forwards OC package to Purchasing Clerk for submission to Central Accounting Office.

III. Other duties and responsibilities

• Manage mini bus trip bookings; and,
• Prepare report for Min bus trip charges for proper charging.

IV. Performs all other duties as may be assigned by the immediate supervisor or authorized representative/s.

Knowledge, Skills, and Abilities:

• Warehouse operation
• Inventory management process
• Purchase order and requisition system
• Communication Skills (oral and written)
• Physically fit

Education and Experience Requirements:

• Graduate of Business Administration or Computer Science
• Computer Literate
• With professional driver's license