Procurement / Purchasing Officer (Admin)

Role Purpose

The purpose of this role is to administrate procurement activities and ensure the process is executed according to Corporate Code of Conduct, Procurement Policy and Procedures.

Role Accountabilities

Process Purchase Order (PO)

• Verify Approved Purchase Request, Approved final Quotation or Contract information prior to raising PO.
• Ensure all PO’s supporting documents are validated and attached to Purchase Order on SAP (ERP) system.
• Create accurate PO and follow up PO approval timely
• Process Good Receipt timely when required
• Communicate closely with Vendor for on-time goods or services delivery.
• Accountable for PO Amendment or PO Deletion upon receipt of valid change requests.
• Verify invoices against PO details before informing account payable (AP) to process payment.
• Reconcile and rectify the variance of PO and invoices.
• Resolve purchase dispute and negotiate with vendor effectively to protect company’s benefit.
• Escalate purchase dispute which relates to contractual terms and conditions to Direct Report timely.

Contract Administration

• Execute contracts to be registered to CNCO Contract Portal (CCP) and/ or updated to SAP (ERP system).
• Guide and facilitate users to prepare contract cover sheet accurately before uploading to CCP when required.

Management Reporting

• Assist to prepare Open PO report to Direct Report manager.

Business Improvement

• Assist Direct Report manager to prepare data for the continuous improvement projects within Group Procurement office.

Safety

• Take responsibility for the safety of myself and those around me by displaying safety leadership principles (i.e. Safety I’s & Accountability ladder).
• Challenging and stopping unsafe acts and behaviours or unsafe conditions.
• Comply with the Global Safety Standards, Polices and Operating Procedures.

Key Qualifications & Skills (What knowledge will ensure success in the role? )

Qualifications

• Professional Diploma (e.g. CIPS, ISM or equivalent) with 2-3 years’ experience in Procurement, Purchasing/ Supply Chain/ Logistics management.

Technical Skills

• Ability to manage large volume of procurement documentations
• Industrial knowledge and experience in Group Procurement functions, especially in Bunker fuel/ IT/ Corporate/ Shipping related categories.
• Experience with SAP (ERP system) would benefit
• Fast and strong processing skills.
• Working proficiency with MS Office applications, especially MS Outlook, intermediate level of Excel and Word.

Professional Skills

• Good Communication skills.
• Strong Self-Motivation and a good team player.

Swire Digital Centre (SDC ) is a wholly-owned subsidiary of Swire Shipping Pte. Ltd., established in April 2019 to provide multi-functional support to its parent company in the areas of digital development, business processes and technology services.

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Swire Shipping is committed to ensuring equal equitable access and participation for persons who experience disability. SSL is committed to treating persons with disability in a way that allows them to maintain their dignity and independence. Reasonable adjustments can be made upon request based on understanding of those accommodations.

Across Swire Shipping, we seek to create a supportive and inclusive environment that embraces individuality and recognise the benefits that these differences make. We do this by ensuring that all individuals are treated with respect and understanding and actively promote Equal Employment Opportunity (EEO) and do not tolerate discrimination, harassment, bullying, retaliation or intimidation of any kind. We are committed to driving the strategy, policies and accountability to build and sustain a diverse global workforce, through equitable processes and systems where everyone can contribute their very best.