Senior Purchase Officer

Job description:

Job Purpose

The Head of Purchasing is responsible for leading the organisation's procurement function, overseeing the purchasing team, and ensuring the cost-effective, timely, and efficient procurement of all goods and services for the entire fleet and shore-based operations. The role develops procurement strategies, manages supplier relationships and high-value contracts, ensures compliance, and drives supply chain performance to support the organisation's operational and financial objectives.

Key Responsibilities Area (KRA)

1. Strategic Leadership

• Lead and manage the Purchasing Department, providing strategic direction, leadership, mentoring, and performance management to the purchasing team.
• Develop and implement procurement strategies that align with the organisation's operational, financial, and business objectives.
• Drive continuous improvement initiatives to enhance procurement efficiency, supplier performance, and supply chain effectiveness.
• Develop, review, and enforce purchasing policies, procedures, and governance to ensure compliance with company standards and industry best practices.

2. Fleet Procurement Management

• Assume overall responsibility for the procurement of all goods and services required to support the company's entire fleet and shore-based operations.
• Ensure the timely procurement of technical spare parts, machinery, consumables, stores, provisions, lubricants, safety equipment, dry dock materials, shipyard services, and other operational requirements.
• Ensure uninterrupted vessel operations by proactively managing procurement activities and minimizing operational downtime.
• Coordinate closely with Technical, Marine Operations, Finance, Crewing, HSSEQ, and Vessel Management teams to meet operational requirements.

3. Procurement & Supply Chain Management

• Ensure all goods and services are procured at the right quality, specification, delivery schedule, and optimum cost.
• Develop purchasing strategies to secure quality products and services while maximizing value and minimizing total procurement costs.
• Lead emergency and critical procurement activities to ensure minimum disruption to vessel operations.
• Manage procurement activities within approved budgets and ensure timely reporting of budget variances.
• Work closely with Executive Management for approvals relating to emergency purchases and exceptional procurement requirements.

4. Supplier & Contract Management

• Develop, evaluate, and maintain a high-performing global supplier network through supplier selection, qualification, audits, and performance management.
• Build long-term strategic partnerships with key suppliers, OEMs, shipyards, and service providers.
• Negotiate commercial agreements, long-term contracts, framework agreements, and rate contracts to achieve the best commercial outcomes.
• Conduct regular supplier performance reviews and implement supplier improvement initiatives.

5. Financial & Commercial Management

• Manage procurement budgets and expenditure across the organization's fleet.
• Identify and implement cost-saving opportunities through strategic sourcing, supplier consolidation, and commercial negotiations.
• Assist in the preparation of procurement budgets, forecasts, and cost estimates.
• Monitor procurement spend and provide regular management reports on procurement performance, savings, supplier performance, and budget utilization.

6. Team Leadership

• Lead, supervise, coach, and develop the purchasing team to achieve departmental objectives and maintain high performance standards.
• Allocate responsibilities, monitor workloads, and ensure efficient execution of procurement activities.
• Conduct performance evaluations, identify training needs, and support career development and succession planning within the department.
• Foster a culture of accountability, collaboration, customer service, and continuous improvement.

7. Compliance & Process Management

• Ensure compliance with company procurement policies, delegated authority limits, client requirements, ISO standards, ISM Code, and other applicable regulatory requirements.
• Lead the Purchasing Department during internal, external, client, and certification audits.
• Continuously improve procurement processes through effective utilization of ERP and ship management systems.

8. Stakeholder Management

• Maintain effective communication with vessels, superintendents, department heads, and management regarding procurement priorities, delivery schedules, technical specifications, and operational requirements.
• Resolve procurement challenges proactively and escalate critical supply chain risks where necessary.
• Collaborate with all internal stakeholders to ensure procurement supports operational excellence across the fleet.

9. Reporting & Performance Management

• Prepare and present procurement reports, dashboards, and KPI analysis to senior management.
• Monitor departmental KPIs, including cost efficiency, procurement cycle time, supplier performance, delivery performance, and quality metrics.
• Recommend strategic initiatives to improve procurement performance, reduce operational costs, and strengthen supply chain resilience.

Key Performance Indicators (KPIs)

• Annual procurement cost savings - Cost efficiency demonstrable reduction in cost YoY by 10%
• Quality - rejections, reworks, etc. – less than 2%
• Procurement budget adherence.
• Fleet procurement readiness and zero operational delays due to procurement.
• Supplier performance and contract compliance- Minimum 95% compliance with agreed delivery, quality, and contractual terms.
• Procurement cycle time.
• On-time delivery performance- zero follow up by vessels.
• Audit compliance- Achieve 100% audit compliance with zero major non-conformities.
• Team productivity and employee development- Ensure annual performance improvement and training completion for team members.
• Strategic sourcing and supplier development achievements.
• Emergency Procurement Response Time – Critical purchases executed within defined SLA timelines (e.g., within 24–48 hours).