Purchaser

Job title: Purchaser

Grade: C

Department: Technical

Grade Band: Professional

Reporting to: Manager Technical & Marine

Direct reports: NIL

Location: Chennai

Job purpose:

The Purchaser supports the Technical Department by handling day-to-day procurement operations in alignment with the company's policies and procedures. The role is responsible for sourcing, processing, and coordinating orders for vessel spares, services, and supplies while ensuring timely delivery, cost-effectiveness, and full compliance with the Company's Safety Management System. This position acts as a liaison between technical superintendents, suppliers, and internal departments.

Main tasks and responsibilities

Procurement Execution

• Process purchase requisitions into purchase orders accurately and promptly.
• Maintain and update the computerized purchasing system to reflect the most current status of orders.
• Ensure proper vendor selection based on cost, lead time, quality, and contract terms.

Documentation and Compliance

• Maintain the Technical Department's purchasing filing system, both electronic and physical.
• Ensure all procurement activities adhere to the Technical Department Manual and Management System.
• Contribute to the continual improvement and standardization of procurement procedures.

Communication and Coordination

• Immediately escalate any procurement-related issues, such as delays or price discrepancies, to the relevant Technical Superintendent.
• Liaise with vendors and forwarders to track and expedite deliveries.
• Coordinate with finance for invoice verifications and payment issues.

Inventory and Order Management

• Monitor delivery timelines and ensure that deliveries are matched to vessel schedules.
• Follow up on backorders and ensure closures are recorded in the system.
• Maintain vendor performance data for future evaluation.

Continuous Improvement

• Provide feedback to improve procurement cycle time, cost effectiveness, and supplier quality.
• Participate in internal audits and implement corrective actions related to procurement gaps.

Key Performance Indicators (KPIs):

| PO Turnaround Time: 48 hours from PR receipt to PO issuance. Weightage: 20%

| On-Time Delivery Rate: 95% orders delivered within requested timelines. Weightage: 20%

| Cost Saving Initiatives: 5% cost benefit achieved through alternate sourcing. Weightage: 10%

| Vendor Communication Accuracy: 2% error in delivery or item specification due to communication. Weightage: 10%

| Document Compliance Score: 100% accurate recordkeeping and audit-readiness. Weightage: 15%

Key interactions (Internal | External)

External: Vendors and Suppliers| Freight Forwarders / Agents | Customs / Regulatory Authorities| OEMs / Service Providers|

Internal: Technical Fleet Management| HR & Admin | Procurement Commercial Manager| Finance and Accounts |

Education requirements

Bachelor's degree in Logistics, Business, Supply Chain, or Marine Engineering

Language requirements

English

Background and experience

• 24 years of purchasing or logistics experience, preferably in marine, technical procurement, or supply chain roles.
• Familiarity with shipboard systems and parts, including deck, engine, electrical, safety, and consumables.
• Knowledge of sourcing from global suppliers, preferably with exposure to marine logistics and import/export processes.
• Experience with ERP-based procurement platforms.
• Strong documentation and coordination capabilities.
• Good command of the English language
• Excellent knowledge of computer programs
• Good communication skills as well as the ability to work within a team.

Competencies and skills

Core Competencies (Grade C Professional Level)

| Integrity & Accountability: Behaves consistently with personal and corporate values; delivers on promises or openly addresses shortcomings; ensures confidentiality in handling sensitive admin and HR data.

| Customer Focus: Understands customer expectations and responds promptly with professionalism; establishes and maintains positive relationships with internal teams and visitors.

| Continuous Learning: Shows interest in learning new systems, tools, and processes to improve service delivery; applies new knowledge to administrative and HR tasks.

| Agility: Maintains a positive attitude in the face of change; adapts to shifting priorities and new tasks with flexibility and composure.

| Collaboration & Communication: Shares relevant information clearly; responds to requests collaboratively and supports colleagues across departments.

Functional Competencies (Grade C Professional Level)

| Marine Parts and Service Knowledge: Understands basic vessel systems and procurement needs (e.g., engine spares, electricals).

| ERP Procurement Management: Skilled in entering, tracking, and updating orders through procurement software.

| Vendor Management: Engages vendors for quotes, delivery timelines, and quality standards.

| Procurement Documentation: Maintains complete, accurate procurement records for audit and compliance.

| Problem Solving: Proactively resolves delays, quality issues, and backorders with suppliers.

| Compliance and Policy Adherence: Fully aware of and works within the framework of the procurement manual.