Purchase Coordinator

General expectation: The Procurement Officer is expected to maintain effective coordination with internal departments and external suppliers, ensure timely procurement, maintain accurate records, and support the smooth functioning of vessel, office, and project operations.

Roles and Responsibilities – but not limited to;

1. Review and understand approved Material Requisitions and ensure procurement requirements are clearly identified.
2. Obtain quotations (RFQs) from approved suppliers, considering competitive pricing, payment terms, delivery schedules, and lead times.
3. Identify and develop new supplier contacts through online searches, market research, and other available resources.
4. Ensure procurement activities are completed within the required timelines and in accordance with the approved specifications.
5. Obtain prior approval from the Technical Manager / Technical Superintendent for all technical and mechanical requirements before finalising purchase orders.
6. Maintain good working relationships with suppliers and service providers to ensure effective coordination and support.
7. Negotiate prices, contractual terms, and service rates with suppliers and service providers, and provide relevant feedback to the Purchase Manager / HR Manager, as applicable.
8. Ensure that all materials and equipment received are in accordance with the approved Purchase Order specifications.
9. Inform the Technical Superintendent / Vessel Manager of any changes in brand, manufacturer, specifications, or discrepancies identified in received materials.
10. For equipment and engine spares, obtain photographs and share them with the Technical Superintendent for verification before completing the receiving process, wherever required.
11. Ensure that relevant technical documents, including data sheets, test certificates, and user manuals, are obtained along with the purchased equipment and machinery.
12. Maintain electronic copies of all procurement-related documents, including quotations, purchase orders, data sheets, certificates, delivery records, and photographs for future reference.
13. Maintain and regularly update the approved Supplier List, including monitoring the validity of relevant documents such as trade licences, ISO certificates, and other registrations.
14. Prepare Purchase Orders, coordinate delivery schedules, follow up on pending orders, and provide regular progress updates to the Purchase Manager.
15. Follow the company's established procurement procedures and ensure proper documentation throughout the purchasing process.
16. Maintain and regularly update the Purchase Order Register and other procurement records.
17. Update the Material Requisition Tracker in Excel and submit the weekly status report to the Purchase Manager.
18. Participate in daily coordination meetings with the Purchase Manager to review procurement progress, pending requirements, and priorities.
19. Coordinate closely with the Purchase Manager and provide timely updates on procurement activities, pending orders, and any issues requiring attention.
20. Work closely with the Operations, Stores, Logistics, Technical, and other relevant departments to ensure timely procurement and delivery of materials required for vessel operations, office requirements, and projects.
21. Attend daily stand-up meetings and provide updates on ongoing procurement activities, delivery status, and outstanding requirements.
22. Perform other procurement-related duties as assigned by the Purchase Manager or Management.

Pay: AED2,200.00 - AED3,000.00 per month

Work Location: In person