The position was mainly established for the purpose of supporting the General Supplies Team. The candidate is required under limited supervision and direction, to perform difficult and complex technical duties related to the purchasing of machinery, equipment, tools, parts, supplies or services necessary for the support of the company (vessels and factory) and always in accordance with established policies and regulations. The Purchasing Agent researches, evaluates and purchases services, supplies and equipment based on price, service, quality and warranty, in order to meet the needs of the Department, and also reviews specifications, prepares bid forms and handles bidding process, analyses bid results and makes recommendations and awards, while processing purchase orders and other requests and preparing and maintaining relevant contract files.

Responsibilities

Procurement Process

Performs the material and services procurement process in accordance with Asso Group’s business activities, policies, procedures and ethical standards, to ensure the following:

• RFQ process is fair, open and ethical with all vendors
• Accuracy of information including complete description of items, delivery lead time and proper Required on Site dates (ROS)
• Materials meet the required standards and specifications and are fit for the purpose they are intended
• Material is purchased from the most competitive source based on the criteria of Quality (fit for purpose), Delivery (lead time) and Lowest Cost option, unless otherwise instructed by the Team Manager or upper level Management
• Material is within budget to optimize the unit’s operating profitability
• Material and supporting documentation are delivered in accordance with the requirements of the Purchase Order (PO) and meet project schedule
• Purchase Orders (PO) contain complete information and are accurate

• Ensures timely issue of RFQ’s to correct vendors
• Ensures timely receipt of vendor offers for each requisition before or by due date
• Ensures technical offers are distributed to reviewers in a timely manner
• Ensures commercial information is kept confidential and not released to persons outside of the Group and only to relevant people
• Produces accurate Commercial Bid Evaluation (CBE)
• Creates PO with all supporting documentation, as per requirements
• Liaises with vendors on a planned basis for the purpose of keeping abreast of their capabilities, new products and interfacing with their management personnel
• Develops and maintain a commercially sound vendor base, continual survey of the market for new supply sources including non-traditional suppliers and assist in maintaining Asso Group “Approved Vendor List”. Evaluates and monitors vendor performance on a continual basis
• Helps develop project “Approved Vendors” lists. Pre-qualify vendors, if required, to obtain internal and client approval to use new vendors

RFQ Process

• Reviews requisitions to verify accuracy and complete scope of work involved;
• Issues RFQ to vendors and secure compliant offers, manages and updates the RFQ Sourcing list on a timely basis;
• Liaises with the requisitioner, if required, to endure that TBE’s are completed on schedule;
• Coordinates with vendor clarification process thoroughly;
• Participates in commercial negotiations with vendor and perform CBE & TBE per guidelines, enduring prices are kept confidential and not shared with anyone outside the group and only to relevant people;
• Places PO’s with selected vendors;
• Reviews and send for approval orders that are within approval limit.
• Provides on-going PO administration including PO revisions, resolution of discrepancies etc. as required during the life-cycle of the order;
• Maintains an updated PO files

Expediting Process

• Provides help and guidance to project dedicated expeditors;
• Resolves commercial clarifications with vendors;
• Advices on any potential vendors interested in supply agreements;
• Regularly exchange information on new products and sources, market trends and lessons learnt with other Asso.subsea Teams;
• Administers the bid pricing process;
• Participates in the production of a monthly market watch report;
• Participates in PO close-out;

Other

• Evaluates and monitors contract performance to ensure compliance with contractual obligations and to determine need for changes;
• Adheres to all compliance and auditing requirements for the conduct of ethical and transparent operations including compliance to all Asso Group policies, guidelines and procedures;
• Complies with Health, Safety and Environmental policies and procedures and complies with all audits and inspections;

• 3 -5 years working experience in similar positions ·      
• Bachelor's Degree
• Experience in maritime industry will be a plus
• Working knowledge and experience in the maritime or offshore industry;
• Clear and effective oral and written communication skills in English language
• Proficient knowledge of Microsoft Office required;
• Proficient knowledge of ERP systems
• Additional working knowledge of foreign languages, (e.g. Italian, German, French etc.) are to be considered as extra skills;
• Experience of working with contracts services;
• Must have the ability to maintain good working relationships with other employees;
• Must be able to work both as part of a team or independently;
• Ability to perform multiple tasks and respond to emergency situations effectively;

• Fast-paced environment
• Private Health Insurance
• Specialization in a niche market
• Competitive compensation
• Continuous development opportunities

This job description is intended to convey information essential to understand the scope of the job and the general nature and level of work performed by job holders within this job. However, this job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties and responsibilities or working conditions associated with the position. All the above are illustrative duties and the post holder will be expected to become involved in a range of work to enable the team to respond effectively to the requirements of the Company. We are an equal opportunities employer. We are determined that no job applicant or employee receives less favorable treatment on the grounds of sex, pregnancy or maternity, gender re-assignment, sexual orientation, religion or belief, marriage or civil partnership, age, race, or disability. All information will remain confidential to the Company and will be handled in accordance with the requirements of the Personal Data Protection legislation