Purchasing Executive (6 months contract)

Key Responsibilities

Procurement Execution & Compliance:

• Manage the full procurement cycle from Purchase Request (PR) to Purchase Order (PO) closure within our digital system.
• Source and evaluate suppliers, obtaining a minimum of three competitive quotes for all requests.
• Negotiate optimal commercial terms, including pricing, lead times, and payment conditions, especially for urgent requirements.
• Prepare and submit quotation summaries for timely approval from superintendents and managers prior to PO issuance.
• Generate accurate Purchase Orders, verifying all specifications, quantities, and terms.
• Ensure prompt amendment and re-submission of any rejected POs.

Supplier & Relationship Management:

• Proactively identify, evaluate, and onboard new suppliers in coordination with the Purchasing Admin team.
• Build and maintain strong relationships with key suppliers to ensure reliability and quality.
• Participate in tender processes and bulk purchase initiatives to achieve significant cost savings.

Logistics & Operational Support:

• Collaborate closely with the Logistics team to coordinate the timely shipment and delivery of spare parts to vessels worldwide.
• Review Delivery Orders and Service Reports to quickly identify and resolve any discrepancies.

Financial & Administrative Duties:

• Work with accounts to resolve discrepancies between POs and supplier invoices.
• Assist in uploading prepayment and urgent payment requests to the finance shared drive (OneDrive).
• Ensure all POs and PRs are accurately closed in the system in a timely manner.

Continuous Improvement & Safety:

• Participate in and contribute to commercial, contract, and operations meetings.
• Actively participate in and promote the company's safety culture, understanding that procurement decisions directly impact operational safety.
• Support the department head on ad-hoc projects and process improvement initiatives.

• Diploma, Dip in Supply Chain Management is preferred
• Proven experience (typically 3+ years) in a purchasing or procurement executive role, preferably within the shipping, maritime, or a related industrial sector.
• Strong experience in negotiating with suppliers and managing vendor relationships.
• Proficiency with ERP procurement modules (e.g., SmartPal, Oracle) and Microsoft Office Suite.
• Excellent communication and interpersonal skills, with the ability to collaborate effectively with internal and external stakeholders.
• Highly organized, detail-oriented, and able to prioritize tasks in a fast-paced environment.
• A proactive problem-solver with a focus on efficiency and cost-saving.