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:
1. 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.
2. 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.
3. Analyze quotations on a value cost basis commensurate with Quality and availability in order to ensure cost efficiency.
4. 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.
5. Monitor the Purchase Requisitions/Orders/GRNs/Invoice life cycle ensuring timely operation during the whole process following SLA requirements.
6. Assist the Accounting function for disputed invoices related to goods and/or services.
7. Assist the End User/ Superintendent in the preparation of the budget.
8. 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.
9. Coordinate the purchase of Lube Oil to the vessels in order to ensure smooth and timely delivery.
10. 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.
11. Monitor and manage suppliers’ performance and lead suppliers’ improvement programs in order to enhance competitiveness and progress.
12. Apply the most appropriate Purchasing strategies, including efficient procurement processes and supplier-base management, wherever possible ensuring fair and free competition between potential suppliers.
13. Assist in providing standardized reports on purchasing performance, through analyzing all available data and propose plans to the Senior Marine Purchasing Officer to meet individual, team or Supply department objectives.
14. Monitor logistic team arranging freight shipments, consolidated where possible. Oversee monitoring of all Freight and Logistics activity.
Record Management:
15. Maintain accurate departmental records for audit trail purposes as per Policies & Procedures (P&P) of the purchasing section.
16. Maintain appropriate records to ensure that the procurement process and the contractual agreements are accurately documented for accountability and audit purposes.
17. Provide assistance in managing the administrative process from preparation of all documents till the award of the contract.
18. Assist the Senior Marine Purchasing Officer in maintaining all related procurement documents and manuals.
19. Assist in the preparation of Requests for Quotation, Initiation to Bid, Requests for Proposal and ensure timely dispatch of these documents to concerned parties.
Accountabilities - 2
Generic Accountabilities:
Quality, Health, Safety, & Environment (QHSE):
20. Adhere to all relevant QHSE policies, procedures, instructions and controls so that NAKILAT provides safe, world class, secure and environmentally responsible service to customers, the public and its own people.
Policies, Systems, Processes & Procedures:
21. Follow all relevant departmental policies and procedures so that work is carried out in a controlled and consistent manner.
22. Work with other team members to streamline and optimize the related processes to improve the efficiency of the Section.
Others:
23. Build and maintain healthy relationships with new and existing suppliers.
24. Carry out any other duties as directed by the immediate supervisor.
Accountabilities - 3
Accountabilities - 4
Competencies
Key Result Areas
- Provide timely goods/service to End Users as per the SLA requirements.
- Comply with international, local, company rules and regulations.
- Provide KPIs on the performance generated.
Interactions and Working Relations
- Interact with other departments of the organization on business related issues.
- Close cooperation requirement with Fleet department as well as other Supply Chain Sections.
- Interact with JVs, business partners, Suppliers, logistics providers, 3PLs.
Financial Authorities
As per TOFA
Qualifications, Experience and Job Skills
- Diploma in Procurement and Supply Chain preferred,
- Recognized international certification in Supply Chain or Logistics is a plus.
- 2+ 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.
- Good knowledge of marine environment.
- Computer literate with sound knowledge of SAP and Microsoft suite of products.
Purchasing Assistant
Job Segment: Logistics, RFP, Pre-Sales, Procurement, QA, Operations, Sales, Quality
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