Purpose of Job:
This position coordinates activities involved with procuring goods and services such as raw materials, equipment, tools, parts, ship repair services for organization, and compiles information and records to prepare purchase orders for procurement of material and services by performing the following duties.
Main Duties and Responsibilities:
● Reviews requisitions after Port Engineer approval.
● Solicits vendors to obtain product or service information such as price, availability, and delivery schedule. Issues requests for quotations as required.
● Verifies nomenclature and specifications and prepares request for quotation.
● Reviews quotes and bid proposals and negotiates purchases within scope of authority.
● As needed shares technical data on quotes with vessel senior officers and port engineers to ensure quoted items are correct.
● Selects vendors for purchase award based on best value with confirmation from assigned Port Engineer.
● Compares prices, specifications, and delivery dates.
● Issues and approves purchase orders upon Port Engineer’s approval of RFQs.
● Maintains procurement records such as items or services purchased, costs, delivery, product quality or performance, and inventories.
o Discusses defective or unacceptable goods or services with inspection or quality control personnel, users, vendors, and others to determine source of discrepancy and take corrective action. Any corrective action taken shall be documented in the purchasing directory for future reference to all buyers.
o Serve as expediter of purchases, including consolidations with freight forwarders, to meet vessel schedules.
o Confers with suppliers concerning late deliveries.
o Checks status of overdue invoices.
o Modifies POs as requested.
o Meet with vendors to discuss their material portfolios.
o May be required to send new vendor profile packets to potential new vendors to complete.
o Completes annual vendor evaluations.
o Serve as back up to other buyers in case of absences.
Secondary Duties and Responsibilities:
● Assists the Company in any necessary duties to achieve Company goals.
● Performs other related duties as assigned.
Limited supervision. Work is performed to a large extent on own responsibility after assignment, with some choice of method. Occasionally develops own method.
Mistakes and probable error in judgment are major, involving expenditure for equipment or serious loss of community good will; preparation and presentation of data upon which top management bases important decisions.
Disclosure of Information Selections:
This position involves regular work with some information of major importance, which if disclosed may be detrimental to the company's interests.
Financial Responsibility Selections:
No authority to commit funds for the organization
● Ability to read, analyze, and interpret general business periodicals, professional journals, or technical procedures. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, employees, clients, customers, and the general public.
● Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
● Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret and apply common sense understanding to carry out instructions furnished in a variety of written, oral, diagram, or schedule format.
● Comprehensive knowledge of various software programs, including Microsoft Office.
● Knowledge of purchasing and acquisition procedures; Federal Acquisition Regulations (FAR); and GSA Federal Supply Service Procurement procedures. Prior maritime experience preferred.