Procurement Phase

Today, I intend to post about procurement phase which was one of my responsibilities when I was in ROTARY. When client approved drawings and design calculations, I had to start quantity take off. After that, I had to check the BOQ which was provided by Engineering Department by comparing with my quantity takeoff. Once I found out any discrepancy, I had to discuss with Engineering Dep and had to make amendment accordingly. After I had settled all qty issues, I needed to call quotation for those items I had taken off from vendors or suppliers. Rotary's policy was that we had to get at least three quotations from vendors. On top of that, client approved vendors are also needed to be aware. At that stage, one of assistance engineers, Ms Jaslyn, helped me to find out vendors. Once I'd got quotations, I'd to prepare evaluation form and recommend a qualify vendor to award. After Alex Ong approved and signed for recommended vendor, I asked for the signature of MD, Joseph Khow. As soon as JK approved my evaluation, Ms Jasyln cut PO and fax to vendors. After AE had fax PO (Purchasing Order) to vendor, I called vendors for their delivery schedule. At the same time, I had liaised with logistic coordinator since some vendor might not deliver to us and we had to collect ourselves (that issue had to be cleared at the quotation stage). What I needed to manage at that place is to give necessary information to vendors like the places to deliver, contact persons, ph no, exact time and so ford... Sometimes, I even needed to calculate to be safe for the capacity of trailer and weigh and size of load. At the same time, I had to arrange a QC to go and inspect at delivery place and asked them to report me whether delivered items were complied with our PO. QC was responsible person to sign on DO (Delivery Order) and needed to submit to me. If these delivered items were not complying with our specification, I had to ask vendors to replace coz vendors used to send disqualify items with higher prices. Delivery arrangement had to follow the mechanical process to be carried out upon receipt of ordered items.