Purchasing Asst.

Purchasing Assistant

Job Summary & Purpose:
Ensure that corporate procurements are sent, quoted, approved, ordered and delivered in accordance with user requirement, in a timely manner and as per the applicable policies and procedures.
Key Accountabilities:
1. Ensure the timely ordering of the day to day requisitions received from End User, by using the software used for the procurement and the supply chain.
2. Monitor requisitions entered in Company’s software, Purchasing and Inventory 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 track ‘Purchase Orders’ from Supplier via warehouses and freight forwarders till delivery.
5. Assist the Accounting function for disputed invoices related to Material items and Freight forwarding.
6. Assist the End User/ Superintendent in the preparation of the budget.
7. Ensure the goods/services delivered is in compliance with International Rules and regulations applicable the End User, (SOLAS, Wheel mark, etc.)
8. Report to the Head of Corporate Procurement any specific vessel requirements.
9. Evaluate in cooperation with the Corporate Procurement Officers & Head of Corporate Procurement various suppliers in order to maintain cooperation with the most valuable suppliers for the company.
10. Monitor and manage suppliers’ performance and lead suppliers’ improvement programmes in order to enhance competitiveness and progress.
11. Apply the most appropriate Purchasing strategies, including efficient procurement processes and supplier-base management, wherever possible ensuring fair and free competition between potential suppliers.
12. Assist in providing reports on purchasing performance, through analyzing all available data and propose plans to the Head of Corporate Procurement so as to meet individual, team or Supply department objectives.
13. Arrange freight shipments, coordinate emergency repair needs, pick-ups and deliveries in a cost effective and timely manner to respond to customer needs and keep abreast of department of Transportation shipping regulations.

Record Management:
1. Maintain accurate records for audit trail purposes as per P&P of the purchasing section.
2. Maintain appropriate records to ensure that the procurement process and the contractual agreements are accurately documented for accountability and audit purpose.
3. Provide assistance in managing the administrative process from preparation of all documents till the award of the contract.
4. Assist the Head of Corporate Procurement in maintaining all related procurement documents and manuals.
5. Assist in the preparation of Requests for Quotation, Initiation to Bid, Requests for Proposal and ensure timely dispatch of these documents to concerned parties.
Generic Accountabilities:
Quality, Health, Safety, & Environment (QHSE):
6. Adhere to all relevant QHSE policies, procedures, instructions and controls so that the COMPANY provides safe, world class, secure and environmentally responsible service to customers, the public and its own people.
Policies, Systems, Processes & Procedures:
7. Follow all relevant departmental policies and procedures so that work is carried out in a controlled and consistent manner.
8. Work with other team members to streamline and optimize the related processes to improve the efficiency of the Section.
9. Build and maintain healthy relationships with new and existing suppliers
10. Carry out any other duties as directed by the immediate supervisor.