Senior Marine Purchasing Officer

Senior Marine Purchasing Officer

Job Summary and Purpose Implementation front to end sourcing and contracting processes to assist in fleet management by providing guidance on procurement processes and selection of supplier for LPG / LNG vessels. Provide round the clock operational support to LPG vessels managed by NAKILAT and work towards development of ‘One stop shop’. Ensure timely availability of spares by liaising with different parties in supply chain : vendors, forwarders, vessels and port agents. Lead the marine purchasing team activities to meet the set KPI. Provide expert advice on optimization initiatives to minimize operational expenditure for NAKILAT owned (STASCO managed) LNG vessels as well as third party OPEX contracts.

Accountabilities

Key Accountabilities Manage Purchasing Related Activities :

Monitor purchase requisitions (for spare parts and services for vessels) for timely processing by ensuring healthy communication with Fleet Division.

Monitor and track purchase requisitions including aging analysis with an overall aim of improving the efficiency of procurement process.

Fulfill all purchase requests for spares proactively using the approved supplier list maintained in SAP as well as supply agreements wherever available.

Ensure adequate attention is given to urgent requisitions while also maintaining high quality standards and cost efficiency.

Monitor purchasing activities of the marine purchasing team and report to Head of Marine Procurement on the status of purchase orders and purchase requisitions as well as updates of backorders to vessels and fleet as required.

Provide proper guidance, support and oversight to ensure that all procurement and sourcing activities conducted by the marine purchasing team are in accordance with companies’ policies and procedures for equipment, spare parts, fleet management operations and related services.

Issue purchase orders in accordance with NAKILAT TOFA.

Select the most appropriate quote after evaluation of each quotation and technical clarification with Fleet Division, vendor / original equipment manufacturer and vessel. Consider cost, quality and delivery criteria before deciding on a quote.

Undertake consolidation of orders to reduce handling and transportation cost.

Coordinate with Fleet Division and vessel during port of call for the list of spares arranged.

Assist Head of Marine Procurement in management of supply agreements and other procurement processes at all stages such as pre-tender, award of tender and post-award.

Ensure all processes are followed for online and low value purchases utilizing petty cash and credit card. Also ensure use of reverse auction method for bunker fuels.

Ensure coordination between marine procurement, inventory management, logistics & warehousing sections for efficiency and minimize stocked materials, and manage consolidated shipments to vessels for cost-effective deliverables.

Implement and monitor the implementation of appropriate guidelines and mechanisms at each stage to ensure efficiency and timely delivery of goods and services to avoid disruption in operations.

Coordinate with the Category Management team for proper contract implementation. Liaison between the Marine Purchasing Team and the Category Management team to ensure smooth and proper contract implementation.

Assist the Head of Marine Procurement in developing and improving policies that promote best procurement practices through effective procurement planning, strategic procurement and category management to achieve procurement excellence and cost savings.

Manage challenges associated with vessel unplanned demand and conflicting priorities.

Assist in optimizing the use of current Supply Agreements. Monitor day-to-day purchases for possible consolidation or potential Supply Agreements and coordinate with the Category Management team accordingly.

Provide expert advice to both the Marine Purchasing team and the Category Management team in matters that overlap; act as liaison and facilitator between the two teams for smooth workflow.

Documentation and SAP Management :

Ensure that all items are delivered to vessels with the complete set of documentation and certificates.

Retain adequate audit trail in accordance with procurement policy and procedure, including copies of purchase requisition, quotations, purchase order, comparative table, etc. for each purchase.

Capture all entries in SAP to ensure that all transactions, commitments and expenditures are documented and tracked.

Work with SAP support and IT to resolve any system / process issues encountered by end users in the Procurement-to-Pay process.

Planning and scheduling : Work with port agents and Fleet Division for planning and scheduling of shipment of spares and delivery to the port of call.

Liaise with vendors :

Ensure that all orders are processed in a timely and cost-efficient manner by regular and effective communication with vendors.

Liaise with existing suppliers and potential vendors at local and international levels for maintaining a healthy stream of vendors when required.

Monitor suppliers’ performance and manage claims and disputes with a report submitted to Head of Marine Procurement.

Qualifications, Experience and Job Skills

Qualifications :

Bachelor’s Degree in engineering, Supply Chain, Business Administration, or any related discipline.

Qualification for Chartered Institute of Purchasing & Supply (CIPS) or ISM (preferred).

Experience :

Minimum 4–8 years of experience in procurement of materials, equipment and spare parts; of which 3 years shall be within the Marine / Shipping industry, and a minimum of 2 years managing a team.

Job Specific Skills :

Strong understanding of the full Supply Chain, Procurement and Materials Management practices and processes.

Working knowledge of SAP and shipping industry systems is an advantage.

Strong E-Procurement skills.

Good supplier performance management skills.

Computer literate with a working knowledge of procurement computer systems.

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