Marine Purchasing Officer

Job description

Reporting structure Reports To: Senior Marine Purchasing Officer Direct Reportees: None ** PREFERENCE WILL BE GIVEN TO QATARI CANDIDATES ** Job Summary and Purpose Ensure that all items requested by vessels, the Company, business partners, and Joint Ventures (JVs) are duly sourced, quoted, reviewed, and approved, and subsequently ordered and delivered in full compliance with defined user requirements, within agreed timelines, and in accordance with applicable policies and procedures. Accountabilities Marine Purchasing 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. 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. Analyze quotations on a value cost basis commensurate with Quality and availability in order to ensure cost efficiency. 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. Monitor the Purchase Requisitions/Orders/GRNs/Invoice life cycle ensuring timely operation during the whole process following SLA requirements. Assist the Accounting function for disputed invoices related to goods and/or services. Assist the End User/ Superintendent in the preparation of the budget. 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. 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. Monitor and manage suppliers’ performance and lead suppliers’ improvement programs in order to enhance competitiveness and progress. Apply the most appropriate Purchasing strategies, including efficient procurement processes and supplier-base management, wherever possible ensuring fair and free competition between potential suppliers. 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. Monitor logistic team arranging freight shipments, consolidated where possible. Oversee monitoring of all Freight and Logistics activity. Innovation and Technology Adoption Identify and recommend emerging technologies and innovative solutions to enhance procurement processes and drive operational efficiency. Support the implementation of new procurement tools and systems, ensuring seamless integration with existing workflows. Stay informed of industry advancements and digital procurement trends to maintain a competitive edge and foster continuous improvement. Stakeholder Communication Keep internal stakeholders informed on procurement activities, process changes, and updates. Establish and maintain effective relationships with key internal stakeholders to support procurement initiatives and address evolving business needs. Market Research and Benchmarking Conduct in-depth market research and competitive benchmarking to identify industry trends, pricing dynamics, and emerging supplier capabilities. Utilize market intelligence to inform strategic sourcing decisions and strengthen negotiation strategies. Maintain a centralized database of market insights to support long-term procurement planning. Accountabilities - 2 Cross-Functional Collaboration Collaborate with cross-functional teams to align procurement activities with broader organizational objectives and operational requirements. Support cross-departmental project teams in resolving procurement challenges and optimizing supply chain performance. Compliance and Audit Preparation Ensure full compliance with internal policies, external regulatory requirements, and industry best practices. Ensure contract compliance with Nakilat frame agreements, and highlight any deviations to management to address. Maintain thorough and accurate documentation to support audit readiness and transparency. Conduct regular internal audits of procurement processes to identify gaps, strengthen controls, and ensure continuous adherence to standards. Customer and Supplier Relationship Management Develop and implement strategic relationship management plans for key suppliers and internal customers to enhance collaboration and service levels. Conduct regular supplier performance reviews to assess compliance, address concerns, and identify opportunities for mutual growth and improvement. Supply Base Expertise and Transactional Efficiency Leverage an extensive knowledge of the supplier market to support informed decision-making, supplier selection, and cost-effective procurement strategies. Effectively manage a high volume of Purchase Request (PR) to Purchase Order (PO) transactions with accuracy, efficiency, and adherence to procurement timelines. Streamline transactional workflows and systems to ensure timely order processing, fulfillment, and alignment with operational requirements. Effectively highlight the requirements and create a strong link between category team in terms of moving ad-hoc requirements to the contracts. E-sourcing Identify opportunities for e-sourcing and provide recommendations to the Senior Marine Purchasing Officer. Record Management: Maintain accurate departmental records for audit trail purposes as per Policies & Procedures (P&P) of the purchasing section. Maintain appropriate records to ensure that the procurement process and the contractual agreements are accurately documented for accountability and audit purposes. Provide assistance in managing the administrative process from preparation of all documents till the award of the contract. Assist the Senior Marine Purchasing Officer in maintaining all related procurement documents and manuals. 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 - 3 Quality, Health, Safety, & Environment (QHSE): 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: Follow all relevant departmental policies and procedures so that work is carried out in a controlled and consistent manner. Work with other team members to streamline and optimize the related processes to improve the efficiency of the Section. Others: Carry out any other duties as directed by the immediate supervisor. Qualifications, Experience and Job Skills Qualifications: Bachelor’s Degree in Engineering, Supply Chain, Business Administration, or any other related discipline. Recognized international certification in Supply Chain or Logistics is a plus. Experience: Minimum 4 years of experience in procurement of materials, equipment and spare parts or similar position. Experience in the maritime sector (with a Ship Owner/Ship Manager) or Oil & Gas Industry experience will be a distinct advantage. Job Specific Skills: Good knowledge of marine environment. Computer literate with sound knowledge of SAP and Microsoft suite of products.