Purchasing Assistant (0070 August 2025)

Summary / Objective
The Purchasing Assistant is responsible for the efficient and effective execution of the procurement key processes under the Shipping Department. The Purchasing Assistant is required to perform processing work within the purchasing function to ensure that key processes, e.g. inquiries, purchase orders, delivery, invoicing to meet their required time line. The Purchasing
Assistan is also required to liaise with 3rd party vendors whenever required.

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.
9. Assists where required, under the direction of the Procurement Manager. Duties,responsibilities and activities may change at any time with or without notice.

Competencies

• Good IT knowledge, e.g. Microsoft Word, Excel, Email
• Good knowledge of technical, purchasing and logistics processes
• Good communication skills – spoken and written English
• Flair for Numbers
• Dependable, can be relied upon to fulfill all job obligations with minimal supervision.
• Honest, works based on ethics and integrity.
• Meticulous, attentive and careful in details and thorough in completing assigned duties.
• Cooperative and collaborate well with all members of the organization and with 3rd parties.
• Pleasant, projects a good and friendly outlook to all stakeholders.
• Confident, able to take on and coordinate multiple parties to achieve objectives.
• Professional, always maintain a positive and professional outlook and respects the chain of command.
• Self-control, maintaining composure, keeping emotions in check, avoiding aggressive behavior even in challenging and difficult conditions
• Empathy, sensitive to other’s needs and feelings and be helpful on the job.

Chan Chee Meng
EA 07C3069
R1110620