Senior Marine Purchasing Officer

Reporting structure

Reports To:

Head of Marine Procurement 

Direct Reportees:

Purchasing Assistant

Job Summary and Purpose

Implementation front to end sourcing and contracting processes so as 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’. Ensuring timely availability of spares by liaising with different parties in supply chain being vendors, forwarders, vessels and port agents. Lead the marine purchasing team activities to meet the set KPI. Provide expert advice on optimization initiatives in order 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:
1.    Monitor purchase requisitions (for spare parts and services for vessels) for timely processing by ensuring healthy communication with Fleet Division. 
2.    Monitor and track purchase requisitions including performance of ageing analysis with an overall aim of improving the efficiency of procurement process.
3.    Fulfill all purchase requests for spares proactively using the approved supplier list maintained in SAP as well as supply agreements wherever available. 
4.    Ensure adequate attention is given to urgent requisitions while also maintaining high quality standards and cost efficiency.
5.    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 may be required. 
6.    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. 
7.    Issue purchase order in accordance with NAKILAT TOFA.
8.    Select most appropriate quote after evaluation of each quotation and technical clarification with Fleet Division, vendor/original equipment manufacturer and vessel. Considerations of cost, quality and delivery criteria taken into account before deciding on a quote.
9.    Undertake consolidation of orders in order to reduce handling and transportation cost.
10.    Coordinate with Fleet Division and vessel during port of call for the list of spares arranged.
11.    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. 
12.    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. 
13.    Ensure coordination between marine procurement, inventory management, logistics & warehousing sections for achieving efficiency and minimize stocked materials, as well as manage the consolidated shipments to vessels to ensure efficient and cost-effective deliverables.
14.    Implement and monitor the implementation of the appropriate guidelines and mechanisms at each stage to ensure efficiency and timely delivery of goods and services so as to ensure that there is no disruption in the operations of the company.
15.    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. 
16.    Assist the Head of Marine Procurement in the development and improvement in policies that promote best procurement practices through effective procurement planning, strategic procurement and category management capability so as to achieve excellence in procurement and cost savings.

Accountabilities - 2

17.    Manage the challenges associated with vessel unplanned demand and conflicting priorities.
18.    Assist in the optimization of the use of the current Supply Agreements. Monitor the day-to-day purchases for possible consolidation or potential Supply Agreements and coordinate with the Category Management team accordingly.
19.    Provide expert advice to both the Marine Purchasing team and the Category Management team in all matters that overlap between the two teams. Act as a liaison and facilitator between the two teams for smooth workflow.

Documentation and SAP Management:
20.    Ensure that all items are delivered to vessels with the complete set of documentation and certificates. 
21.    Retain adequate audit trail in accordance with procurement policy and procedure, in the form of copies of purchase requisition, all quotations, purchase order, comparative table, etc. for each purchase.
22.    Capture all entries in SAP to ensure that all transaction, commitments and expenditure are duly documented and tracked. 
23.    Work with SAP support and IT to resolve any system/process issue encountered by end users in Procurement-to-Pay process.
Planning and scheduling:
24.    Work with port agents and Fleet Division for planning and scheduling of shipment of spares as well as their delivery to the port of call.

Liaise with vendors:
25.    Ensure that all orders are processed in a timely and cost efficient manner by regular and effective communication with vendors. 
26.    Liaise with existing suppliers and potential vendors at local and international level for maintaining a healthy stream of vendors when required. 
27.    Monitor suppliers’ performance and manage claims & disputes with report submitted to Head of Marine Procurement.

Accountabilities - 3

Generic Accountabilities: 

Quality, Health, Safety, & Environment (QHSE):
28.    Adhere to all relevant QHSE policies, procedures, instructions and controls so that NAKILAT provides a safe, world class, secure and environmentally responsible service to customers, the public and its own people.

Policies, Systems, Processes & Procedures:
29.    Implement approved policies, processes & procedures and provide instructions to subordinates to ensure their proper implementation. 

Others:
30.    Coordinate with vendors on issues like price, quality or quantity as well as account department on other disputed invoices before processing of invoices and corresponding payments.
31.    Coordinate with Head of procurement and Fleet Division, and arrange for spares, service engineers and other mandatory requirements for transition of LNG vessels from STASCO.
32.    Process consolidated POs for NAKILAT Associate companies (NDSQ, NKOM and other JV partners) in order to help Head of Marine Procurement in cost optimization function.
33.    Track timely delivery of goods and status of enquiries related to orders. Share this tracking information with technical superintendent as well as vessels.
34.    Make complex and high value LTC and GTC submissions for fleet requirements including tendering and awarding proposals. Then present this for discussion and endorsements in tender committee meeting.
35.    Carry out any other duties as directed by the immediate supervisor.

Accountabilities - 4 Competencies Achievement Oriented - IntermediateBusiness Systems Knowledge - PractitionerCollaboration & Team Work - IntermediateCommercial Negotiation - SpecialistContract & Procurement Management - SpecialistCustomer Centricity - IntermediateDrive Vision - IntermediateEmpower & Nurture Talent - IntermediateInteractive Communication - IntermediateLogistics Management - PractitionerMarine Operations Knowledge - SpecialistMaterials Management - SpecialistSolution Oriented - IntermediateSupply Chain Risk Management - SpecialistSupply Chain Strategy Planning - PractitionerTotal Quality Management - PractitionerKey Result Areas

•    Monitor Purchase requisitions for timely processing, including special attention to urgent requisitions
•    Fulfill all requisitions as per the approved vendor list maintained in SAP and supply agreements
•    Select the most appropriate quote after evaluation of each quotation, including considerations like cost, quality and delivery terms
•    Ensure proper documentation is maintained as well as all entries are routed through SAP

Interactions and Working Relations

Internal :
Frequent interactions with:
•    Initiators of requisition 
•    End user 
•    Various departments within NAKILAT, JV companies and other affiliates

External :
Frequent interactions with:
•    Suppliers (local and international level)
•    Government officials

Financial Authorities

As per TOFA

Qualifications, Experience and Job Skills

Qualifications:
•    Bachelor’s Degree in engineering, Supply Chain, Business Administration, or any other 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 level of understanding of complete 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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