Purchasing Assistant

Job Description & Requirements

Essential Functions

1. Complies with the Company’s QSM and processes.

2. Prepare and Issue Purchase / Work order (PO/WO). Ensure approval is obtained and proper closure of the purchasing activities for each technical purchase requirement.

3. Plan, coordinate and ensure that all requirements are delivered to vessel on time, at the right cost and specifications.

• Identify and source for vessels’ requirements (i.e. general store and provision).
• Plan, coordinate (with Operations and Fleet Personnel Department) and monitor the delivery of stores /spares to vessels in a timely and cost effective manner.
• Ensure accuracy on the quality and quantity of all items delivered to the Company’s store / office.
• Responsible for packing the stores in suitable packages, marking the packages clearly, arranging the appropriate land and sea transport to connect the packages to the right recipient.
• Monitor stores / spare readiness and plan delivery to vessel at the earliest convenient port.
• Solicit vessel’s feedback on supplies and follow up on invoicing and non-conformities deliveries (quality, quantity, specifications) with respective suppliers to facilitate payment within credit term.

4. Update and maintain accuracy of all office records and documentations by ensuring the proper information is entered into the Company’s electronic system as the system requirements.

5. Monitor administration and support for the procurement function under the Shipping Department

6. Provide effective support to the Procurement Manager for the purchasing process.

7. Ensure good housekeeping and inventory of the Company’s goods storage area.

8. Contributes and feedback to section / department manager on improvements to the management system.

Required Education and Experience

Minimum Diploma in any discipline, & minimum two years of experience in Purchasing Assistant role