Procurement & Logistics Coordinator

The Procurement & Logistics Support Coordinator plays a critical operational role in managing the procurement and supply chain activities that support Ship Management and Vessel Reactivation teams

Job Summary

The Procurement & Logistics Support Coordinator plays a critical operational role in managing the procurement and supply chain activities that support Ship Management and Vessel Reactivation teams. This position ensures efficient and timely sourcing of materials, services, and provisions required for vessel operations, maintenance, and reactivation. The role involves hands-on coordination with vendors, contractors, the Finance department, and operational teams to ensure the uninterrupted flow of goods and services while adhering to company policies and project timelines.

Job Responsibilities

Sourcing and Vendor Management:

• Source competitive quotes from vendors and contractors for ship-related purchases and services. Including liaising with local/ground agents for support to provide.
• Expedite the supply of materials to vessels.
• Conduct vendor due diligence checks, ensuring compliance with company's vendor registration process.
• Assist with vendor registrations and oversee vendor relationships.
• Manage vendor contracts and maintain relationships with suppliers to ensure completeness of deliverables outlined in the contract. This includes ensuring that all vendor complaints and concerns are addressed

Procurement and Financial Coordination:

• Process RFQ’s into purchase orders.
• Verify vendor invoices for accuracy and cross-reference with all Delivery Notes from the vessel to confirm receipt of the items or services.
• Liaise with the Finance team to follow up on vendor payments and ensure timely processing, including the coordination of foreign payments and tracking their completion.
• Logistics and Inventory Management:
• Monitor the timely receipt of materials and provisions for vessels, coordinating with vessel and Ship Management & Vessel reactivation teams to ensure timely delivery.
• Track and report on monthly grocery purchases, ensuring expenditures are in line with the allocated budget.
• Ensure that Material Requisition (MR) logs are completed accurately, and that Purchase Orders (POs) are closed off on a monthly basis.
• Review all consumption reports for the vessels to monitor stock levels and liaise with vessel captains/engineers for reordering of stock.

Operational Support:

• Prepare and maintain expediting reports on foreign operations, updating Ship Management & Vessel Reactivation teams on the status of orders and deliveries.
• Ensure timely coordination of all deliveries onto the vessel.
• Assist with other operational duties as needed to support Shipman vessel operations in Africa.

Job Requirements

• A minimum of five (5) years relevant experience in a similar position
• Administrative Professional Certificate/Diploma or Administrative Diploma/Accounting qualification will be an asset
• Any combination of qualifications and experience

Knowledge, Skills and Abilities

• Excellent Knowledge of Microsoft Office including Word, Excel, PowerPoint
• Working knowledge of Accounting practices
• Excellent interpersonal, oral and written skills
• Good organizational and planning skills
• Ability to work under pressure and meet deadlines
• Ability to function in a fast-paced environment
• Ability to communicate effectively
• Ability to maintain a high level of confidentiality

Working hours: 7 am - 4 pm