RESULT – FOCUSED BUYER/ PURCHASING ASSISTANT : Develop Ten Key Purchasing Planning, Operations and Administration Support Skills

Objectives

1. The Purchasing Manager/Executive Support Staff – Excellence in Purchasing

2. Purchasing Assistant Performance– Costs Down, Delivery, etc.

3. Purchasing Assistant in Action Planning Support and Contribution

4. Reduce Purchasing Errors and Improve Purchasing Investigation Strategies

5. Purchasing Assistant Negotiation Styles, Confidence and Process

6. Practical Purchasing Expediting Skills, System and Process

7. Effective Purchasing Document Management and Processing

8. Supplier Database Management, Information Retrieval and Update

9. Purchasing Assistant Performance Evaluation and Reporting

10. Develop Purchasing Management Performance Reports

Who Must Attend

Purchasing Assistants/Clerks, Buyers, Secretaries, Purchasing Officers, Expeditors, Administrators and People involved in Purchasing

Programmed Outline

Part A – DEVELOP PURCHASING ASSISTANT/CLERK PROFILE

1. The Excellent Purchasing Assistant/Clerk – Roles and Responsibilities in a Purchasing Department

2. Purchasing Assistant/Clerk Contributions – Purchasing Planning Purchasing Operation and Purchasing Administration

Part B – THE EXCELLENT PURCHASING ASSISTANT/CLERK

PURCHASING PLANNING SUPPORT
1 – PURCHASING MANAGER SUPPORT STAFF

A. The Purchasing Manager/Executive Performance Expectations – Attitudes, Purchasing Operations and Special Skills

B. Identify Key Purchasing Performance Areas and Measurement – Perform and Achieve Manager Expectations

C. Top Ten Attitudes of an Excellent Purchasing Professional – Do you have what it takes!

2 – PURCHASING ASSISTANT CONTRIBUTION

A. Purchasing Quantitative Contribution – X % Purchasing Cost Down effect on Company Profitability

B. Purchasing Qualitative Contribution – Prompt Delivery, Quality Supplier, Reduce Supplier Over Reliance, Supplier Support, etc

C. Develop Purchasing Assistant Goals and Identify Performance Strategies to Achieve Goals

3 – PURCHASING ACTION PLANNING SUPPORT

A. Understand the Annual Purchasing Department Plans – Objectives, Goals, Strategies and Action Plans

B. The Purchasing Assistant Contribution – Link Purchasing Strategies to Purchasing Action Plan

C. Develop Purchasing Assistant Competency to implement Purchasing Action Plan

PURCHASING OPERATIONS SUPPORT
4 – REDUCE/MINIMISE WRONG PURCHASES

A. The User ‘Tidak Apa’ Attitude – Problems in Getting the RIGHT Product Information.

B. Purchasing Investigation Strategies – Model, Supplier Inspection, Photographs, Brand, Samples, Product/Supplier Schedule, etc.

C. Correct Product/Material Definition and Description – Develop Clear, Complete and Appropriate Product Specifications.

5 – PURCHASING ASSISTANT NEGOTIATION SKILLS

A. Purchasing Assistant Negotiation Styles – Autocratic, Interactive, Team and Superior Styles

B. Purchasing Assistant Negotiation Confidence – Company Knowledge, User Requirements and Purchasing Personality

C. Systematic Purchasing Negotiation Steps to Interview Supplier, Identify Negotiation Gaps and Secure Supplier Co-operation.

6 – PURCHASING ASSISTANT EXPEDITING SKILLS

A. Purchase Requisition Process – Initiator, Approval, Acknowledge, Source, Negotiate, Select and Order.

B. Purchasing Expediting System – PR Recording Book, Computerised Outstanding Reports, Daily Diary, White Board, etc.

C. Purchasing Expediting Skills – Person In-Charge, Superior, Production Process, Delivery Mode, Written, Storage Place, etc.

PURCHASING ADMINISTRATION SUPPORT
7 – PURCHASING DOCUMENT MANAGEMENT

A. Types of Purchasing Document – PR, PO, GRN, Supplier Selection, Supplier Evaluation, DN, CN, Quotation, Capital Expenditure, etc.

B. Practical Tips on Purchasing Records Filing and Management – Documents Type, Document Value, Filing Techniques, etc.

C. Purchasing Role in Document Processing – Review Purchase Order, Receiving Report and Invoice Audit

8 – SUPPLIER DATABASE MANAGEMENT

A. The Multiple Supplier Approach – Sources of Potential and Develop a set of Dependable Suppliers

B. Efficient Supplier Information Retrieval with effective Filing Systems by Product/Service or Supplier Name

C. Supplier Information Profile Update – Quotation Disposal, Person In-Charge, Pricing, Telephone Contact, Address, etc.

9 – PURCHASING ASSISTANT PERFORMANCE EVALUATION

A. Evaluate Purchasing Assistant Contribution – Planning, Cost Down, Delivery, Filing, Wrong Purchases, Administration, etc.

B. Monitor Purchasing Performance and identify Weekly/Monthly Corrective Actions to Achieve Performance Contribution

C. Develop a Purchasing Assistant Performance Report – Enhance Purchasing Department Contribution as a Service Unit