Executive - Procurement
Hayleys Advantis · LK
Executive – Procurement
JOB ACCOUNTABILITIES
- Coordinate and arrange the supply of goods, spare parts, consumables and operational requirements for vessels and boats upon receipt of approved requisitions while ensuring timely delivery and operational continuity.
- Coordinate and arrange general maintenance services for vessels and boats upon receipt of approved requisitions, including air-conditioning repairs, calibrations, steel repairs, fabrication work and other maintenance requirements.
- Coordinate procurement and service requirements related to maritime operations (CHA services, shipping agency services, bagging plant, Advantis Crew, Intermarc, workshop requirements and general office purchases).
- Handle procurement activities and operational purchasing requirements for third-party vessels such as Sea Dweller and other assigned external projects.
- Obtain and maintain a minimum of three quotations for each procurement requirement in compliance with Group Procurement Policies and procedures.
- Coordinate with the Inventory Controller and ensure physical stock balances of vessels, workshops and stores are accurately reflected and reconciled with the ERP system.
- Ensure procurement actively supports vessel availability, safety and commercial performance
- Prepare quotation comparison sheets, technical and commercial evaluations and obtain all required approvals prior to proceeding with procurement activities.
- Own and manage the procurement budget, ensuring disciplined cost control across all fleet procurement activities.
- Apply Total Cost of Ownership (TCO) principles to procurement decisions rather than focusing solely on unit prices.
- Ensure timely, compliant and cost-effective supply of spares, stores and services to vessels worldwide.
- Supervise, guide and monitor procurement activities carried out by junior procurement executives to ensure compliance, efficiency and timely completion of tasks.
- Conduct cost-saving negotiations with suppliers and service providers while ensuring quality, reliability and timely delivery standards are maintained.
- Identify, evaluate, and develop new suppliers and negotiate favorable pricing, payment terms and commercial conditions for the organization.
- Perform accurate three-way matching of purchase orders, goods received notes and supplier invoices for all supplies and services.
- Coordinate vendor payments within agreed due dates and resolve invoice discrepancies and payment-related disputes in coordination with the Finance Division.
- Monitor and clear advance payments within agreed timelines and ensure timely communication with the Finance Division regarding pending advances and settlements.
- Monitor procurement-related KPIs and support departmental performance improvement initiatives.
- Ensure all procurement activities comply with ISM Code, ISO standards, internal SMS procedures and audit requirements.
- Maintain strong professional relationships with internal stakeholders, suppliers, contractors and external service providers to ensure smooth operational coordination.
- Follow and comply with all Group Procurement Policies, company procedures, ethical standards and procurement guidelines.
- Identify and implement continuous improvements in procurement processes to enhance operational efficiency, cost optimization and service quality.
MINIMUM KNOWLEDGE/ EXPERIENCE / TRAINING / QUALIFICATIONS REQUIRED FOR POSITION
- Bachelor's Degree in Purchasing / Supply chain management / Logistics from a reputed University or institute
- Minimum of 2 years of experience
- Good spoken and written communication skills
- Ability in multitasking and customer service skills
- High level of IT proficiency
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