Marine Purchasing Officer

Job Summary
and Purpose

Ensure that
items requested by the vessel, the company, business partner and JVS are
quoted, approved, ordered and delivered in accordance with user requirement, in
a timely manner and as per the applicable policies and procedures.

Accountabilities

Core
Accountabilities:

Ensure the timely ordering of the day-to-day requisitions received from
End User, by using the procurement system and implementing Company’s relevant
policies, procedures, and initiatives.
Monitor requisitions entered in Company’s procurement
system from vessels and generate ‘Request for Quotation’ from Approved
suppliers, implementing Company’s relevant policies, procedures, and
initiatives.
Analyse quotations on a value cost basis commensurate with
Quality and availability in order to ensure cost efficiency.
Raise ‘Purchase Orders’ once the End User approves the RFQ
and monitor ‘Purchase Orders’ from Supplier via warehouses and freight
forwarders till delivery on-board vessel.
Monitor the Purchase Requisitions/Orders/GRNs/Invoice life
cycle ensuring timely operation during the whole process following SLA
requirements.
Assist the Accounting function for disputed invoices
related to goods and/or services.
Assist the End User/ Superintendent in the preparation of
the budget.
Ensure the goods/services delivered follow International Rules and regulations applicable to the End User, (SOLAS, Wheel
mark, etc.) by correcting the material description where necessary.
Coordinate the purchase of Lube Oil to the vessels in
order to ensure smooth and timely delivery.
Evaluate suppliers in collaboration with the Marine
Category Officers & Senior Marine Purchasing Officer in order to maintain
cooperation with the most valuable suppliers for the company, using records
justifying performance.
Monitor and manage suppliers’ performance and lead
suppliers’ improvement programs in order to enhance competitiveness and
progress.
Apply the most appropriate Purchasing strategies,
including efficient procurement processes and supplier-base management,
wherever possible ensuring fair and free competition between potential
suppliers.
Assist in providing standardised reports on purchasing
performance, through analysing all available data and proposing plans to the
Senior Marine Purchasing Officer to meet individual, team or Supply department
objectives.
Monitor logistic team arranging freight shipments,
consolidated where possible. Oversee monitoring of all Freight and Logistics
activity.

Record
Management:

Maintain accurate departmental records for audit trail
purposes as per Policies & Procedures (P&P) of the purchasing section.
Maintain appropriate records to ensure that the
procurement process and the contractual agreements are accurately documented
for accountability and audit purposes.
Provide assistance in managing the administrative process
from preparation of all documents till the award of the contract.
Assist the Senior Marine Purchasing Officer in maintaining
all related procurement documents and manuals.
Assist in the preparation of Requests for Quotation,
Initiation to Bid, Requests for Proposal and ensure timely dispatch of these
documents to concerned parties.

Qualifications:

Diploma in Procurement and Supply Chain preferred
Recognized international certification in Supply Chain or
Logistics is a plus.

Experience:

3 plus years in a purchasing/procurement assistant role or
similar position.
Experience in a maritime sector (with a Ship Owner/Ship
Manager) or Oil & Gas Industry experience will be a distinct advantage.

Job
Specific Skills:

Good knowledge of the marine environment.

Computer literate with sound knowledge of SAP and Microsoft
suite of products.

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