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Procurement Assistant
AECOMTaguig City, PHL
Apply Company Description Work with Us. Change the World. At AECOM, we're delivering a better world. Whether improving your commute, keeping the lights on, providing access to clean water, or transforming skylines, our work helps people and communities thrive. We are the world's trusted infrastructure consulting firm, partnering with clients to solve the world’s most complex challenges and build legacies for future generations. There has never been a better time to be at AECOM. With accelerating infrastructure investment worldwide, our services are in great demand. We invite you to bring your bold ideas and big dreams and become part of a global team of over 50,000 planners, designers, engineers, scientists, digital innovators, program and construction managers and other professionals delivering projects that create a positive and tangible impact around the world. We're one global team driven by our common purpose to deliver a better world. Join us. Job Description The role is part of the Source to Pay Team supporting the risk management of Third-Party Business Partners. The role is expected to do assigned tasks with direct supervision. Under direct supervision, the role will execute assigned tasks and collaborate closely with various teams, including Procurement, Cross-Functional Partners, Requisition to Receipt and Invoice to Pay Teams, and Accounts Payable and Receivable. Responsibilities & Duties:
- Analyze and review new supplier requests forms by conducting thorough investigations and background checks; verify their legitimacy and compliance
- Coordinate with suppliers to ensure updated information is reflected in all relevant systems.
- Communicate timely with requesting departments and relevant users to clarify needs and requirements; Document findings and provide recommendations for approval or rejection.
- Maintain and update key contact information for both new and existing suppliers. Support the retriggering of Inherent Risk Questionnaire (IRQ) processes as needed (e.g. due to changes in key contact information).
- Update the tracker on IRQ progress and highlight any overdue tasks and IRQs that have timed out.
- Maintain records of IRQ monitoring activities.
- Monitor the status of active IRQs to ensure timely processing and completion. Identify and escalate any delays or issues in the IRQ process with the support of the senior members of the team/Team Lead.
- Support the timeout process for IRQs, ensuring that any IRQs that exceed predefined time limits are appropriately addressed by coordinating with users. Implement corrective measures to prevent future timeouts based on existing guidelines.
- Review IRQs paused during onboarding by communicating with suppliers and internal teams to determine the cause and necessary steps to resume or cancel the onboarding. Document decisions and communicate outcomes to relevant parties
- Support the recertification process of suppliers, ensuring compliance with organizational standards and requirements. Assist in the preparation and distribution of recertification documents. Track the status and update the recertification records in the supplier database accordingly.
- Support Employee Center to ensure efficient communication and information flow. This includes addressing any issues with the guidance of senior members of the team and team lead.
- Monitor and respond to queries in the Employee Center mailbox.
- Distribute relevant information to employees as needed.
- Organize and document all email correspondence.
- Support and direct users to the correct procedures in managing Third Party Risk
- Review and record all third-party data within service level agreement (SLAs) timely and accurately.
- Perform all assigned tasks in compliance with SLA, process, policies, and procedures.
- Bachelor’s degree in business or supply chain is preferred
- 0-1 year of experience in managing Third Parties, Customer Service, or Procurement preferred
- Basic knowledge in MS Office tools
- Knowledge of Coupa platform and associated systems is preferred
- Has the flexibility to work according to changes in workload and other priorities