Procurement Assistant

The Job:

Procurement Support

Processing purchase requisitions and procurement requests from vessels and internal departments.

Request and collect quotations from approved suppliers.

Assist with supplier price and delivery comparisons.

Prepare and process Purchase Orders (POs) in the procurement/DNV system.

Ensure PO details, pricing, quantities, delivery locations, and required delivery dates are correctly entered.

Follow up with suppliers regarding PO acknowledgement and delivery status.

Maintain accurate records of quotations, POs, delivery documents, and invoices for recording in spreadsheet data.

Vessel\& Supplier Coordination

Coordinate with vessels, suppliers, ship agents, warehouse, freight forwarder, and internal departments regarding delivery arrangements.

Follow up on outstanding and overdue deliveries.

Monitor vessel ETA/ETD and required delivery dates.

Assist in arranging delivery of spares, stores, lubricants, and consumables to vessels.

Escalate urgent or delayed deliveries to the Procurement Executive/Manager.

Maintain a tracker for pending quotations, open POs, and outstanding deliveries.

Monthly Accrual Reporting

Assist in preparing the monthly procurement accrual report.

Review open POs and identify items/services delivered but not yet invoiced.

Collect delivery confirmations, delivery receipts, and supporting documents for accrual purposes.

Coordinate with suppliers and Finance regarding outstanding invoices.

Maintain an

accrual tracker

and follow up on outstanding items.

Assist with month-end reconciliation of POs, deliveries, invoices, and accruals.

Ensure accrual records are updated and supported by proper documentation.

Consumption Reporting

Assist in preparing monthly vessel consumption reports.

Compile consumption data for lubricants.

Maintain records of deliveries, consumption, and ROB (Remaining On Board) where applicable.

Compare current consumption against previous months and identify unusual variances.

Assist in preparing monthly consumption summaries for management review.

Ensure vessel consumption data is accurately entered and maintained in the relevant system or Excel reports.

Procurement Records \& Administration

Maintain accurate procurement databases, trackers, and filing systems.

Update vendor information and approved supplier records.

Maintain records of pending quotations and supplier responses.

Track open, completed, cancelled, and outstanding POs.

Assist with invoice and PO matching.

Support internal and external audits by providing procurement documentation.

Perform general administrative duties within the Procurement Department.

Any other Ad Hoc assigns

Requirements:

• Min GCE ‘O’ Level or related certificates in Procurement/Supply Chain
• Min 2-3 years of procurement experience in Ship management
• An independent individual who works well under pressure
• A good team player able to interact with people from all levels

Please forward a detailed RESUME with a PHOTO to:

[email protected]

Please remember to state your

1. Current salary

2. Expected salary

3. Reasons for leaving (Past and present employment)

4. Notice period

We regret that only shortlisted candidates will be notified by Email

By applying for this role, you hereby consent to NYK Energy Ocean Shipmanagement Pte Ltd collecting and use your personal information that you submitted to process your application for the role.

Established Technical Ship Manager invites interested and experience applicants to join our team as: